Council Agenda

NOTICE OF COUNCIL MEETING

You are hereby summoned to a meeting of the EPPING FOREST DISTRICT COUNCIL to be held in the COUNCIL CHAMBER, CIVIC OFFICES, HIGH STREET, EPPING at 7.30 pm on Tuesday, 30 July 2019 for the purpose of transacting the business set out in the agenda.

Georgina Blakemore Chief Executive

Democratic Services Democratic Services Manager Tel: (01992) 564243 Officer: Email: [email protected]

WEBCASTING/FILMING NOTICE

Please note: this meeting may be filmed for live or subsequent broadcast via the Council's internet site - at the start of the meeting the Chairman will confirm if all or part of the meeting is being filmed. The meeting may also be otherwise filmed by third parties with the Chairman’s permission.

You should be aware that the Council is a Data Controller under the Data Protection Act. Data collected during this webcast will be retained in accordance with the Council’s published policy.

Therefore, by entering the Chamber and using the lower public seating area, you are consenting to being filmed and to the possible use of those images and sound recordings for web casting and/or training purposes. If members of the public do not wish to have their image captured, they should sit in the upper council chamber public gallery area or otherwise indicate to the Chairman before the start of the meeting.

If you have any queries regarding this, please contact the Public Relations Manager on 01992 564039.

1 Council 30 July 2019

BUSINESS

1. WEBCASTING INTRODUCTION

This meeting is to be webcast. Members are reminded of the need to activate their microphones before speaking. The Democratic Services Manager 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).

If you are seated in the lower public seating area it is likely that the recording cameras will capture your image and this will result in the possibility that your image will become part of the broadcast.

This may infringe your human and data protection rights and if you wish to avoid this you should move to the upper public gallery.”

2. MINUTES (Pages 7 - 32)

To approve as a correct record and sign the minutes of the meeting held on 20 May 2019 (attached).

3. DECLARATIONS OF INTEREST

To declare interests in any item on the agenda.

4. ANNOUNCEMENTS

(a) Apologies for Absence

(b) Chairman’s Announcements

5. PUBLIC QUESTIONS (IF ANY)

To answer questions asked after notice in accordance with the provisions contained within Part 4 of the Council Rules of the Constitution on any matter in relation to which the Council has powers or duties or which affects the District:

(a) to the Leader of the Council;

(b) to any Portfolio Holder; or

(c) to the Chairman of the Overview and Scrutiny Committee.

Questions, if any, will follow if not received in time to be incorporated into the agenda.

6. QUESTIONS BY MEMBERS UNDER NOTICE

To answer questions asked after notice in accordance with the provisions contained within the Council’s rules in Part 4 of the Constitution on any matter in relation to which the Council has powers or duties or which affects the District:

(a) to the Chairman of the Council;

2 Council 30 July 2019

(b) to the Leader of the Council;

(c) to any Member of the Cabinet; or

(d) the Chairman of any Committee or Sub-Committee.

The Council’s rules provide that answers to questions under notice may take the form of:

(a) direct oral answer;

(b) where the desired information is in a publication of the Council or other published work, a reference to that publication; or

(c) where the reply cannot conveniently be given orally, a written answer circulated later to the questioner.

Answers to questions falling within (a) and (b) above will be made available to the member asking the question one hour before the meeting. Answers to questions falling within (c) above will be circulated to all councillors.

Questions, if any, will follow if not received in time to be incorporated into the agenda.

7. REPORTS FROM THE LEADER & MEMBERS OF THE CABINET (Pages 33 - 64)

To receive reports and any announcements from the Leader and members of the Cabinet on matters falling within their area of responsibility:

(a) Report of the Leader;

(b) Report of the Business Support Services Portfolio Holder (attached);

(c) Report of the Commercial and Regulatory Services Portfolio Holder (attached);

(d) Report of the Community and Partnership Services Portfolio Holder (attached);

(e) Report of the Contract and Technical Services Portfolio Holder (attached)

(f) Report of the Customer Services Portfolio Holder (attached);

(g) Report of the Housing and Property Services Portfolio Holder (attached);

(i) Report of the Planning Services Portfolio Holder (attached); and

(j) Report of the Strategic Projects Portfolio Holder (attached).

8. QUESTIONS BY MEMBERS WITHOUT NOTICE

The Council’s rules provide for questions by any member of the Council to the Leader or any Portfolio Holder, without notice on:

(i) reports under the previous item; or

(ii) any other matter of a non operational character in relation to the powers and duties of the Council or which affects all or part of the District or some or all of its inhabitants. 3 Council 30 July 2019

The Council’s rules provide that answers to questions without notice may take the form of:

(a) a direct oral answer from the Leader or, at the request of the Leader, from another member of the Cabinet;

(b) where the desired information is in a publication of the Council or other published work, a reference to that publication;

(c) where the reply cannot conveniently be given orally, a written answer circulated later to the questioner; or

(d) where the question relates to an operational matter, the Leader or a member of the Cabinet will request that a response be given direct to the questioner by the relevant Service Director.

In accordance with the Council’s rules, a time limit of thirty minutes is set for questions. Any question not dealt with within the time available will receive a written reply. The Chairman may extend this period by up to a further ten minutes at their discretion.

9. MOTIONS

To consider any motions, notice of which has been given under the Council’s rules.

Motions, if any, will follow if not received in time to be incorporated into the agenda.

10. APPOINTMENTS TO COMMITTEES & OUTSIDE ORGANISATIONS 2019/20 (Pages 65 - 68)

(Leader of Council) To consider the attached report.

11. CONSTITUTION WORKING GROUP - REPORT (Pages 69 - 86)

(Councillor S. Jones (Chairman of the Working Group)) To consider the attached report.

12. STRONGER COUNCIL SELECT COMMITTEE - REPORT (Pages 87 - 120)

(Councillor P. Bolton (Chairman of the Select Committee)) To consider the attached report.

13. LOCAL GOVERNMENT ACT 1972 - APPOINTMENT OF CHIEF FINANCIAL OFFICER (Pages 121 - 122)

To consider the attached report of the Monitoring Officer.

14. CONSTITUTION - SCHEDULE OF DELEGATION (Pages 123 - 160)

To consider the attached report of the Monitoring Officer.

15. OVERVIEW AND SCRUTINY COMMITTEE (Pages 161 - 162)

(a) To receive the Annual Overview and Scrutiny Committee Report 2018-19 (attached separately); 4 Council 30 July 2019

(b) To note the progress report of the Chairman of the Overview and Scrutiny Committee (attached); and

(c) To answer any questions without notice asked in accordance with Council Rules.

16. JOINT ARRANGEMENTS & EXTERNAL ORGANISATIONS

(a) To receive from Council representatives the reports (attached - if any) on the business of joint arrangements and external organisations and to receive answers to any questions on those bodies which may be put without notice; and

(b) To request written reports from representatives on joint arrangements and external organisations for future meetings.

17. EXCLUSION OF PUBLIC AND PRESS

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):

Agenda Item No Subject Exempt Information Paragraph Number Nil Nil Nil

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 for four years after the date of the meeting one copy of each of the documents on the list of background papers.

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EPPING FOREST DISTRICT COUNCIL COUNCIL MINUTES

Committee: Council Date: 20 May 2019

Place: Council Chamber, Civic Offices, Time: 7.30 - 9.20 pm High Street, Epping

Members Councillors R Bassett (Chairman), H Kane (Vice-Chairman), N Avey, Present: R Baldwin, A Beales, N Bedford, P Bolton, R Brookes, L Burrows, G Chambers, D Dorrell, I Hadley, S Heap, S Heather, R Jennings, J Jennings, S Jones, S Kane, H Kauffman, P Keska, Y Knight, J Lea, J Leppert, A Lion, C McCredie, M McEwen, L Mead, A Mitchell, G Mohindra, R Morgan, S Murray, S Neville, A Patel, J Philip, D Plummer, C P Pond, C C Pond, S Rackham, B Rolfe, M Sartin, J Share-Bernia, P Stalker, S Stavrou, D Stocker, D Sunger, B Vaz, C Whitbread, H Whitbread, J H Whitehouse, J M Whitehouse and D Wixley

Apologies: Councillors J Knapman, J McIvor, M Owen, C Roberts, D Roberts and B Sandler

Officers D Macnab (Deputy Chief Executive), N Boateng (Service Manager (Legal) & Present: Monitoring Officer), G Blakemore (Chief Executive), T Carne (Corporate Communications Manager), A Hendry (Senior Democratic Services Officer), S Kits (Social Media and Customer Services Officer), R Perrin (Senior Democratic Services Officer) and P Seager (Chairman's Secretary)

1. WEBCASTING INTRODUCTION

The Senior Democratic Services Officer 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.

2. DISTRICT COUNCIL ELECTIONS - 2 MAY 2019

The Chairman welcomed the newly elected and re-elected members of the Council at the election held on 2 May 2019 as follows;

Councillor Ward Nigel Avey Broadley Common, Epping Upland & Nazeing Aniket Patel Buckhurst Hill West Paula Keska Chipping Ongar, Greensted and Marden Ash Cherry McCredie Epping Hemnall Chris Whitbread Epping Lindsey and Thornwood Common Sheree Rackham Grange Hill Richard Morgan Hastingwood, Matching and Sheering Village Brian Rolfe Lambourne Richard Bassett Lower Nazeing Paul Stalker Lower Sheering Jaymey McIvor North Weald Bassett

Page1 7 Council 20 May 2019

Mary Sartin Roydon Nigel Bedford Shelley Syd Stavrou Waltham Abbey High Beach Ann Mitchell Waltham North East Julian Leppert Waltham Abbey Paternoster Sam Kane Waltham Abbey Honey Lane David Plummer Waltham Abbey South West

The Chairman presented the declaration of acceptance of office certificates to all newly and re-elected members present.

3. CHAIRMAN OF COUNCIL - YEAR OF OFFICE

Councillor R Bassett addressed the Council on his year of office. He had attended many events and activities across the District, in his role as a Chairman, which demonstrated the valuable service voluntary groups and organisations provided.

He had sought to support and promote these organisations and create business network events for community links and good relationships for the District and the residents of Epping Forest. He had hosted a Charity Concert to raise the profile of young people and their talents, and raise funds for the Young Carers, centre in Loughton. Memorable occasions, had been the 56th Squadron parade at North Weald Airfield, meeting the Duchess of Cambridge at Gilwell Scout Headquarters and attending the Queen Scout Parade at Windsor Castle.

Members and D Macnab, on behalf of the staff expressed their appreciation for his service throughout his year of office.

4. ELECTION OF CHAIRMAN

The Council received nominations for the office of Chairman of the Council for 2019/20. Councillor R Bassett was proposed, having been moved formally by Councillor M Sartin and seconded by Councillor C Whitbread. It was:

RESOLVED:

That Councillor R Bassett be elected Chairman of the Council for the ensuring year.

Councillor R Bassett thereupon made a declaration of Acceptance of Office of the Chairman and thanked the Council for his election.

COUNCILLOR R BASSETT IN THE CHAIR

5. APPOINTMENT OF VICE-CHAIRMAN

The Council received nominations for the office of Vice-Chairman of the Council for 2019/20. Councillor H Kane was proposed, having been formally moved by Councillor S Stavrou and seconded by Councillor C Whitbread. It was:

RESOLVED:

That Councillor H Kane be appointed Vice-Chairman of the Council for the ensuring year.

Page2 8 Council 20 May 2019

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

6. MINUTES

RESOLVED:

That the minutes of the Council meeting held on 25 April 2019 be taken as read and signed by the Chairman as a correct record.

7. DECLARATIONS OF INTEREST

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

8. ANNOUNCEMENTS

(a) Announcements by the Chairman

(i) Former Members

The Chairman acknowledged the contributions made to the Council by:

 former Councillor L Hughes who had not re-sought re-election after four years of service;  former Councillor A Grigg who had not re-sought re-election after 21 years of service;  former Councillor K Chana who had not re-sought re-election after 13 years of service;  former Councillor R Gadsby who was not re-elected after 16 years of service; and  former Councillor L Webster who was not re-elected after 20 years of service.

The Chairman presented a bronze Long Service Award to former Councillor K Chana for his service to the Council.

The Chairman advised that himself and the Vice-Chairman would visit former Councillors Grigg, Gadsby and Webster with their Long Service Awards.

(ii) Flowers

The Chairman announced that the floral display from tonight’s meeting would be sent to Shirley Hawkins, the Deputy Chief Executive’s Assistant who would be shortly retiring after 59 years of service to the local authority.

(iii) Retiring Chief Executive, Derek Macnab

Members of the Council paid tribute to Derek Macnab, the former Acting Chief Executive of Epping Forest District Council, who was retiring after 36 years in Local Government. They thanked him for his contributions to the District and wished him well for the future.

9. ELECTION OF LEADER

Page3 9 Council 20 May 2019

The Council received nominations for the Leader of the Council. Councillor C Whitbread was proposed, having been moved formally by Councillor S Stavrou and seconded by Councillor J Philip. It was:

RESOLVED:

That, in accordance with Section 44C(2) of the Local Government Act 2000, Councillor C Whitbread be appointed Leader of the Council for a four year term of office, as prescribed by Section 44E of the Act, expiring on the day of the Annual Council meeting or following normal day of retirement as a Councillor.

10. REPORT OF THE APPOINTMENT PANEL

Mover: Councillor C Whitbread, (Chairman of the Appointment Panel and 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.

Furthermore, he also reported the recommendations of the Appointment Panel in relation to the membership, chairmanship 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, which included further changes and nominations since the Panel had met on 9 May 2019.

The Council voted on appointments 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 5, 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 1 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 2 to these minutes be noted;

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

(a) Conservative Group:

 Councillor C. Whitbread (Group Leader)  Councillor S. Stavrou (Deputy Group Leader);  Councillor S. Kane; and  Councillor M. Sartin.

(b) Green Party Group:

Page4 10 Council 20 May 2019

 Councillor S. Neville (Group Leader); and  Councillor S. Heap (Deputy Group Leader)

(c) Liberal Democrat 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 2019/20, by 30 May 2019;

(6) That appointments to Outside Organisations carrying out Council Regulatory or non-Cabinet functions, as set out at Appendix 3 to these minutes be approved; and

(7) That the appointments to be made by the Leader of the Council to Outside Organisations carrying out Executive functions, as set out at Appendix 4, to these minutes be noted.

11. SCHEME OF DELEGATIONS

The Council’s Constitution required that the Scheme of Delegations be agreed at the Annual Council meeting. The current scheme had received no further additions or amendments since the last meeting, which had been agreed on 25 April 2019.

RESOLVED:

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

12. COUNCIL MEETING DATES FOR 2019/20

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

RESOLVED:

That during 2019/20 ordinary meetings of Council be held on the following dates;

30 July 2019; 19 September 2019; 5 November 2019; 17 December 2019; 25 February 2020; 7 April 2020; and 21 May 2020.

CHAIRMAN

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Page 12 Minute Item 10

APPENDIX 5

ANNUAL COUNCIL MEETING – 20 MAY 2019

CONSTITUTION OF POLITICAL GROUPS AND GROUP LEADERS

Local Government and Housing Act 1989 – Notice of Constitution of Political Groups and Group Leaders

To note in accordance with regulation 8 of the Local Government (Committees and Political Groups) Regulations 1990, the constitution of political groups as follows:

Conservative Group:

Group Leader - Councillor C. Whitbread Deputy Group Leader - Councillor S. Stavrou

Councillor Avey Councillor S Kane Councillor Philip Councillor Bassett Councillor Keska Councillor Rackham Councillor Bedford Councillor Knapman Councillor Rolfe Councillor Bolton Councillor Knight Councillor Sandler Councillor Brady Councillor Lea Councillor Sartin Councillor Burrows Councillor Lion Councillor Share-Bernia Councillor Chambers Councillor McEwen Councillor Stalker Councillor Dorrell Councillor J McIvor Councillor Stocker Councillor Hadley Councillor Mitchell Councillor Sunger Councillor Heather Councillor Mohindra Councillor Vaz Councillor Jones Councillor Morgan Councillor H Whitbread Councillor H Kane Councillor Patel

Members 37

Green Party Group:

Group Leader - Councillor S. Neville Deputy Group Leader - Councillor S. Heap

Councillor D. Plummer

Members 3

Liberal Democrats Group:

Group Leader – Councillor J. M. Whitehouse Deputy Group Leader - Councillor J. H. Whitehouse

Councillor C. McCredie

Members 3

Page 13 7 Loughton Residents’ Association Group:

Group Leader - Councillor C. P. Pond Deputy Group Leader - Councillor D. Wixley

Councillor R. Baldwin Councillor R. Jennings Councillor C. C. Pond Councillor A. Beales Councillor H. Kauffman Councillor C. Roberts Councillor R. Brookes Councillor L. Mead Councillor D. Roberts Councillor J. Jennings Councillor M. Owen

Members 13

8 Page 14 APPENDIX 1

CABINET & CABINET COMMITTEES - LEADER APPOINTMENTS 2019/20

(a) Deputy Leader

2019/20 Deputy Leader S. Stavrou

(b) Other Cabinet Members/Allocation of Portfolios

Portfolio Portfolio Holder 2019/20 Leader C. Whitbread Community & Partnership Services N. Bedford Commercial & Regulatory Services A. Patel Housing & Property Services H. Whitbread Planning Services J. Philip Contracts & Technical Services N. Avey Business Support Services S. Stavrou Customer Services S. Kane Strategic Projects A. Lion

(c) Cabinet Committees (not part of pro rata allocations)

Asset Management & Economic Development Cabinet Committee Commercial & Regulatory Services Portfolio Holder (Chairman) Business Support Services Portfolio Holder Community & Partnership Services Portfolio Holder Contracts & Technical Services Portfolio Holder

Finance & Performance Management Cabinet Committee Business Support Services Portfolio Holder (Chairman) Leader Housing & Property Services Portfolio Holder Planning Services Portfolio Holder

Council Housebuilding Cabinet Committee Housing & Property Services Portfolio Holder (Chairman) Planning Services Portfolio Holder Commercial & Regulatory Services Portfolio Holder Business Support Services Portfolio Holder Contracts & Technical Services Portfolio Holder

Local Plan Cabinet Committee Planning Services Portfolio Holder (Chairman) Leader Community & Partnership Services Portfolio Holder Business Support Services Portfolio Holder Housing & Property Services Portfolio Holder

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Page 16 APPENDIX 2

COMMITTEE ETC. NOMINATIONS 2019/20

AREA PLANS SUB-COMMITTEE EAST (19 MEMBERS) (NOT PRO RATA) * Conservative Green Party Group Liberal Democrat Loughton Residents Independent Group Group Association Group Members Chairman P Keska Vice-Chairman B Rolfe N Bedford C McCredie P Bolton J H Whitehouse H Brady J M Whitehouse L Burrows I Hadley

2019/20 S Jones Page 17 Page P Keska M McEwen J McIvor R Morgan J Philip

MEMBERSHIP B Rolfe P Stalker B Vaz C Whitbread H Whitbread

*Membership of Area Plans Sub-Committee East comprises all members for the relevant wards. 11

1 12 AREA PLANS SUB-COMMITTEE WEST (14 MEMBERS) (NOT PRO RATA) * Conservative Green Party Liberal Democrat Loughton Residents Independent Group Group Group Association Group Members Chairman D Dorrell Vice-Chairman J Lea N Avey D Plummer J Leppert R Bassett D Dorrell S Heather

2019/20 H Kane S Kane Y Knight J Lea A Mitchell Page 18 Page M Sartin

MEMBERSHIP S Stavrou D Stocker

*Membership of Area Plans Sub-Committee West comprises all members for the relevant wards.

2 AREA PLANS SUB-COMMITTEE SOUTH (25 MEMBERS) (NOT PRO RATA) * Conservative Green Party Liberal Democrat Loughton Residents Independent Group Group Group Association Group Members Chairman G Mohindra Vice-Chairman A Patel J Knapman S Heap R Baldwin S Murray A Lion S Neville A Beales G Mohindra R Brookes A Patel R Jennings 2019/20 S Rackham J Jennings B Sandler H Kauffman J Share-Bernia L Mead D Sunger M Owen C C Pond C P Pond MEMBERSHIP Page 19 Page C Roberts D Roberts D Wixley

*Membership of Area Plans Sub-Committee South comprises all members for the relevant wards. Councillor G. Chambers does not wish to be appointed to membership of the Sub-Committee for 2019/20.

AUDIT AND GOVERNANCE COMMITTEE (5 MEMBERS PLUS 2 CO-OPTED PERSONS) * Conservative Green Party Group Liberal Democrat Loughton Residents Independent Group (3) (1) Group Association Group Members (1) Chairman The chairman of the Committee is appointed at first meeting in each municipal year

2019/20 J Knapman S Heap No Nomination R Jennings

MEMBERSHIP I Hadley B Vaz

13 *The Vice-Chairmanship of the Audit and Governance Committee is assumed by a co-opted person if the Chairman is a Member, and vice versa.

3 14

CONSTITUTION WORKING GROUP (11 MEMBERS) Conservative Green Party Liberal Democrat Loughton Residents Independent Group (7) Group (1) Group (1) Association Group Members (2) Chairman S Jones Vice-Chairman M Sartin D Dorrell S Heap J H Whitehouse C C Pond 2019/20 S Jones C P Pond M McEwen J Philip M Sartin J Share-Bernia Page 20 Page MEMBERSHIP S Rackham

4 DISTRICT DEVELOPMENT MANAGEMENT COMMITTEE (15 MEMBERS) * Conservative Green Party Liberal Democrat Loughton Residents Independent Group (10) Group (1) Group (1) Association Group Members (3) Chairman B Sandler Vice-Chairman S Jones H Brady S Heap J M Whitehouse H Kauffman D Dorrell C C Pond I Hadley C Roberts 2019/20 S Jones J Lea G Mohindra R Morgan

Page 21 Page J Philip B Rolfe MEMBERSHIP B Sandler 15

5 16 JOINT CONSULTATIVE COMMITTEE (9 MEMBERS PLUS 9 STAFF SIDE REPRESENTATIVES) * Conservative Green Party Liberal Democrat Loughton Residents Independent Group (6) Group Group (1) Association Group Members (2) Chairman* N/A N/A N/A N/A N/A R Bassett J H Whitehouse J Jennings A Lion L Mead 2019/20 J Philip P Stalker S Stavrou H Whitbread MEMBERSHIP

Page 22 Page *The Chairmanship of the Joint Consultative Committee is to be assumed by a staff-side representative for 2019/20.

6 LICENSING COMMITTEE (& LICENSING SUB-COMMITTEE) (15 MEMBERS*)

Conservative Green Party Liberal Democrat Loughton Residents Independent Group (10) Group (1) Group (1) Association Group Members (3) Chairman R Morgan Vice-Chairman J Jennings S Heather S Neville J M Whitehouse J Jennings I Hadley L Mead P Keska C P Pond 2019/20 R Morgan B Rolfe M Sartin P Stalker

Page 23 Page D Sunger D Stocker MEMBERSHIP A Lion

Licensing Sub- P Keska S Neville J Jennings Committee Chairmen R Morgan C P Pond (6) M Sartin

*The Licensing Act 2003 requires that the Licensing Committee comprise no more than 15 members. Licensing Sub-Committees should comprise no more than 3 members. 17

7 18 OVERVIEW AND SCRUTINY COMMITTEE (17 MEMBERS*) Conservative Green Party Liberal Democrat Loughton Residents Independent Group (11) Group (1) Group (1) Association Group Members (1) (3) Chairman M Sartin Vice-Chairman R Jennings P Bolton S Neville J H Whitehouse R Baldwin S Murray L Burrows R Jennings D Dorrell D Wixley 2019/20 I Hadley S Heather G Mohindra S Rackham

Page 24 Page M Sartin P Stalker MEMBERSHIP D Sunger Y Knight

*Membership of the Overview and Scrutiny Committee was extended to seventeen members for 2019/20, providing an additional seat on the Committee for the Conservative Group and the Loughton Residents Association Group. In order to accommodate a request for independent member representation on the Committee for the year, the Loughton Residents Association Group relinquished its additional seat arising from the extension of membership, in order that this position may be filled by Councillor S. Murray.

8 STANDARDS COMMITTEE (9 MEMBERS) Conservative Green Party Liberal Democrat Loughton Residents Independent Group (6) Group (1) Group Association Group Members (2) Chairman B Rolfe Vice-Chairman C P Pond N Avey S Neville C P Pond 2019/20 S Kane C Roberts R Morgan B Rolfe J Share-Bernia G Chambers M EMBERSHIP Page 25 Page

SENIOR MANAGEMENT SELECTION PANEL (7 MEMBERS) Conservative Green Party Liberal Democrat Loughton Residents Independent Group (4) Group Group (1) Association Group Members (2) Chairman C. Whitbread Vice-Chairman M. Sartin J Philip No nomination J M Whitehouse R Jennings 2019/20 M. Sartin C P Pond S Stavrou C. Whitbread MEMBERSHIP 19

9 20 SENIOR MANAGEMENT APPEALS PANEL (7 MEMBERS) Conservative Green Party Liberal Democrat Loughton Residents Independent Group (4) Group (1) Group Association Group Members (2) Chairman A Lion Vice-Chairman J Jennings P Bolton S Neville No nomination J. Jennings 2019/20 A Lion C C Pond P Stalker H Whitbread MEMBERSHIP Page 26 Page

10 APPENDIX 3

REPRESENTATION ON OUTSIDE ORGANISATIONS 2019/20

1. Council Appointments - Organisations Carrying Out Council Regulatory or Non- Cabinet Functions

Organisation and Nominations for Allocation Category 2019/20 1. Epping Forest Care and Repair J Lea Management Committee (3) A Mitchell D Stocker 2. Epping Forest Citizens' Advice Bureau (3 J Jennings including 1 voting member) R Bassett (voting member) To be advised

3. Campaign to Protect Rural England S Heather (Essex Branch) (1 + deputy) N Bedford (Deputy) 4. Epping Forest Community Transport S Kane Board of Trustees (1) 5. Epping Forest Housing Aid Committee (1) J Lea

6. Epping Forest Local Highways Panel (4) D Wixley S Kane P Keska To be advised

7. Epping Forest Local Liaison Group (BCEUN) (1) N Avey (specific ward representation only) (BHW) (1) G Chambers (ELTC) (1) L Burrows (EH) (1) J M Whitehouse (LSJ) (1) C P Pond (LSM) (1) J Jennings (LF) (1) R Baldwin (TB) (1) J Philip (WAHB) (1) S Stavrou 8. Essex Police, Fire and Crime Panel (1) N Bedford M Sartin (Deputy)

9. Health Overview, Policy and Scrutiny Not required for 2019/20. Local member to Committee (1) be appointed by Essex County Council.

10. Grange Farm Managing Trustees (Term to M. Sartin 31.5.23) C. Scrutton To be advised 11. Lee Valley Regional Park Authority (2) M. Sartin (Ongoing term to 30.6.21) S. Stavrou S Heather (Deputy)

1 Page 27 21 Organisation and Nominations for Allocation Category 2019/20 12. Leisure Centre Liaison Groups (Leisure Centre Customer Forums)

The Leisure Contract Manager has advised that two members should be appointed to each Liaison Group/Customer Forum for 2019/20.

(a) Epping Sports Centre (2) L Burrows H Whitbread

(b) Ongar Leisure Centre (2) N Bedford P Keska

(c) Loughton Leisure Centre (2) R Brookes To be advised (d) Waltham Abbey Swimming Pool (2) A Mitchell J Lea 13. Epping Forest Local Councils Liaison R Bassett Committee (no restriction) H Kane J Lea R Morgan B Rolfe M Sartin J H Whitehouse 14 Outer North-East London Joint Health A Lion Overview and Scrutiny Committee (1) 15. Princess Alexandra Hospital - Partnership P Bolton Governor (1) 16. Roding Valley Meadows Local Nature Reserve:

(a) Management Committee (1) S Murray

(b) Working Group (1) Not required - officer appointment 17. Stansted Airport Consultative Committee P Stalker (1 + deputy) M Sartin (Deputy)

18. Stansted Airport Community Trust Fund R Morgan (1) 19. Town Centre Partnerships

The Service Director (Community & Partnerships) has advised as follows with regard to the appointment of members to each Town Centre Partnership for 2019/20.

(a) Buckhurst Hill Village Forum (0) No member appointment required. Representatives of the Council may attend any meeting in a non-voting capacity. (b) Epping Town Centre Partnership (2) N Avey H Whitbread

(c) Loughton Broadway Town Centre No member appointment required. Partnership (0) Representatives of the Council may attend any meeting in a non-voting capacity.

2 22 Page 28 Organisation and Nominations for Allocation Category 2019/20 (d) Loughton High Road Town Centre No member appointment required. Partnership (2) The Town Centre Partnership was not currently operating. (e) Ongar Town Forum Steering Group (0) No member appointment required. Representatives of the Council may attend any meeting in a non-voting capacity. (f) Waltham Abbey Town Partnership (2) H Kane J Lea 20. Voluntary Action Epping Forest (1) B Rolfe

21. Waltham Abbey Royal Gunpowder Mills H Kane Ltd (1) 22. Waltham Abbey Tourist Information Centre J Lea (Joint Management Committee) (3) A Mitchell To be advised 23. Leisure Management Contract Partnership N Avey Board (6) R Brookes G Chambers H Kane P Keska R Morgan

24. Epping Forest College (Board of R Bassett Governors of New City College and local advisory body for the Epping Forest Campus College) (NEW)

2. Appointments Held by Officers – Organisations Carrying Out Executive Functions (Appointments by the Leader)

Organisation and Committee Representative 2019/20 Responsible 1. Association of Retained Council Housing Service Director (Housing & Property (ARCH) Services) (or representative)

2. National Society for Clean Air (SE Service Director (Commercial & Regulatory Division) Services) (or representative)

3. Standing Conference – Investigation of Air Service Director (Commercial & Regulatory Pollution Services) (or representative)

4. Roding Valley Meadow Local Nature Service Director (Contracts & Technical Reserve Working Group Services) (or representative)

3. Appointments Held by Officers – Organisations Carrying Out Council Regulatory or Non-Executive Functions

This Appendix indicates those organisations where the Council determined on 25 April 1995 that the representatives should be officers.

3 Page 29 23 Organisation and Committee Representative Responsible 1. Essex Water Safety Liaison Committee Service Director (Commercial & Regulatory Services) (or representative)

2. Voluntary Action Epping Forest (see also Service Director (Community & Partnership member appointments schedule) Services) (or representative)

4 24 Page 30 APPENDIX 4

REPRESENTATION ON OUTSIDE ORGANISATIONS 2019/20

1. Leader Appointments - Organisations Carrying Out Executive Functions

Organisation and Nominations for Allocation Category 2019/20 1. Association of Retained Council Housing - Housing & Property Services Portfolio Executive Board (1 + Deputy) Holder Leader of the Council (Deputy) 2. Civil Enforcement of Parking and Traffic Contracts & Technical Services Portfolio Regulations Outside London - Holder Adjudication Joint Committee (1)

3. Epping Forest District Community Safety Community & Partnership Services Portfolio Partnership (1 + Deputy) Holder + Deputy to be advised 4. East of England Local Government Leader of the Council Association (1)

5. Six Authorities Liaison Group (formerly R Bassett Enfield, Essex and Hertfordshire Border M Sartin Liaison Group) (3 + Deputies) J Lea S Heather (Deputy) 6. Epping Forest District Local Strategic Partnership (LSP)

The LSP Manager has advised as follows with regard to the appointment of members to each of the following LSP bodies for 2019/20.

(a) LSP Board (1) Leader of the Council

(b) Health & Wellbeing Board (2) Business Support Services Portfolio Holder Community & Partnership Services Portfolio Holder (c) Safer Communities Partnership Disbanded

(d) Sustainable Communities Group Disbanded

(e) Economic Board (1) Community & Partnership Services Portfolio Holder (f) Tourism Board (1) Community & Partnership Services Portfolio Holder (g) Epping Forest Children’s Partnership To be advised (1) 7. Essex Community Wide Traveller Unit The Council no longer subscribes to the EWTU. 8. Essex Partnership for Flood Management Contracts & Technical Services Portfolio (1) Holder 9. Essex Waste Partnership - Inter-Authority Contracts & Technical Services Portfolio Member Working Group (1 + Deputy) Holder A Lion (Deputy)

1 Page 31 25 Organisation and Nominations for Allocation Category 2019/20 10. Harlow-Stansted Gateway Transportation Contracts & Technical Services Portfolio Board (1 + Deputy) Holder Community & Partnership Services Portfolio Holder (Deputy) 11. Local Government Association - General Leader of the Council Assembly (1 + Deputy) Deputy Leader of the Council (Deputy)

12. North Essex Parking Partnership (1 + Contracts & Technical Services Portfolio Deputy) Holder Community & Partnership Services Portfolio Holder (Deputy) 13. Off-Street Car Parking Contract Contracts & Technical Services Portfolio Monitoring Board (2) Holder N Bedford 14. South East Local Enterprise Partnership Leader of the Council (2) Community & Partnership Services Portfolio Holder 15. Waste Management Partnership Board Business Support Services Portfolio Holder (2) Contracts & Technical Services Portfolio Holder 16. West Essex Alliance (1 + Deputy) Leader of the Council Commercial & Regulatory Services Portfolio Holder 17. Co-operation for Sustainable Leader of the Council Development Board (2 + 1 Deputy) Planning Services Portfolio Holder N Bedford (Deputy)

18. Harlow & Gilston Garden Town Board Leader of the Council Planning Services Portfolio Holder Strategic Projects Portfolio Holder.

2 26 Page 32 Agenda Item 7

Report to the Council

Committee: Cabinet

Subject: Business Services Support

Portfolio Holder: Councillor Stavrou

Recommending:

That the report of the Business Services Portfolio Holder be noted

Accountancy

The Final Accounts process continues, with the External Auditors, Deloitte, currently on site and carrying out their testing and sampling work. The accountancy team are working constructively with the External Auditor and are not only providing the detail and explanation required, but are also identifying jointly areas of further improvement in terms of practice and presentation. Originally, it was intended to take the External Auditor’s reports with the accounts themselves, to the Audit Committee on the 25th July. Scheduling means these reports will not be considered by the Audit Committee until 12th September, though the External Audit review of the accounts is likely to complete in early August. It should be noted that the formal timetable for the submission of External Auditor verified Final Accounts is the end of July.

Following the audit of the 2018/19 accounts more of the team’s effort will be redirected to the financial performance in 2019/20 and specifically to the issue of the financial performance statements as at the end of June, together with an analysis of the progress with; invest to transform, savings and other District Development Fund (DDF) projects.

Attention will also switch to the financial planning to support the delivery of the Councils’ objectives for next year and beyond. It is intended to issue a paper in early August outlining the key financial opportunities and challenges and the assumptions made by the Council in the existing plans. This will then move on to a second quarter financial review, carried out in October, outline revenue and capital budgets being formed in November and December and formal consideration by Council of the Budget and associated papers in February. The timings are consistent with previous years but the process will need to take account of not only local issues and priorities but also the national impact of the Spending Review and economic conditions.

People Strategy

Apprentices

In July we are interviewing the current business admin apprentices for Higher Level roles in the following areas; Digital Marketing, Human Resources, Project Management, and Economic Development (Digital). These are 2-year roles with qualifications at level 3 or 4 (A Level or Degree Level); a brilliant opportunity for further career development for the young people of the district.

Page 33 The recruitment campaign for new our new Cohort of Business Administration/ Customer Service (16-18 year olds) has gone live in the Epping Guardian and on social media which is generating lots of interest. The new cohort will start in September 2019. Several staff have volunteered to become new coaches/ mentors to support the new apprentices

Common Operating Model - Business Support Review

The Business Support Review project closure document is being written; this will include accurate cost saving information from posts deleted from the establishment and other savings found. Other benefits include implementation of efficient processes leading to improved performance, increased resilience (for example 70% of staff within Business Support have been crossed trained, the aim is to have 100% of staff crossed trained) and improved customer service. iTrent – Time & Expenses Claims

Time and expenses claims are automated and processed through iTrent for all employees and has worked well. It does give employees extra time to put their claims on-line for authorisation and payment, this means less time to wait for payment.

Pay & Benefits Review

This significant project is coming to a successful close as agreement has been reached with the Trade Unions. A Collective Agreement has been signed by the Trade Union representatives and Georgina Blakemore as Head of Paid Service.

The Agreement includes an increase in some terms and conditions such as annual leave and has moved the Council onto local pay arrangements. Staff have received variation letters and the new Agreement will be implemented on 1 October 2019.

Shared Payroll Service

We have moved over to the shared payroll service with Colchester and Braintree and the first pay run went well. The processes are being worked through and all are working well as a group.

Local Land Charges

The current turnaround time for a LLC search is now 5 days, down from 19 days; which was above the acceptable average set by the Ministry of Housing, Communities and Local Government.

We are working with HM Land Registry to prepare for the data migration project, we have not been advised by HMLR that we will be included in the 20/21 roll out; we are waiting to hear from them.

ICT Strategy

Leadership Team are trialling elements of O365 before we roll out wider. Council mailboxes for staff and members are gradually being migrated to the cloud.

The ICT Strategy will be reviewed this year using the Corporate Plan and its11 major workstreams as a framework, identifying our priorities under Stronger Communities; Place and Council.

Page 34 Report to the Council

Committee: Cabinet

Subject: Commercial and Regulatory Services

Portfolio Holder: Councillor Patel

Recommending:

That the report of the Commercial and Regulatory Services Portfolio Holder be noted.

Clean Air Day and idling vehicles

I am pleased to report that The Public Health Team took part in the national promotional campaign Clean Air Day on 20th June, focussing on minimising the idling of cars. I was also pleased to participate by visiting Epping Primary School with Officers at leaving time to speak to parents and distribute promotional material to both parents and children to raise awareness. This school was chosen because specific complaints have been received about idling cars and officers were able to identify and speak to a number of drivers who were sitting idling during their visit. Prior to the day all Primary and Secondary schools, some nurseries, all Libraries and Town Councils were sent promotional materials.

Following this our Air Quality Officer visited and met with the London Underground Area Manager regarding idling of buses outside Epping Station. Initial readings of Nitrogen Dioxide within this location indicate levels above the national limits. Officers will work with London Underground and the bus companies to alleviate the exposure of those living at this location by education of drivers and exploring the possibility of moving of the bus stop and stand location.

Note, those idling their vehicles only commit an offence when they fail to turn the engine off on the request of an enforcement officer.

The Council’s participation in ECO3:LA Flex

I am pleased to report the Council’s participation in ECO3: LA Flex which ensures more residents benefit from funding to help reduce their energy bills and carbon emissions.

Energy suppliers are required to meet their obligations to install energy efficiency measures in homes under the Energy Efficiency Obligation (ECO): Help to Heat funding. Previously, the ECO Scheme qualifying rules required applicants to be in receipt of qualifying state benefits or tax credits. However, the ECO Order 2018 recognised that approximately 20% of households suffering from fuel poverty do not receive one of the relevant benefits and therefore fell out of scope for ECO assistance.

Page 35 A new flexible approach (LA- Flex) has been introduced to allow Local Authorities to define the eligible households not on benefits but who are living in, or at risk of fuel poverty and those vulnerable to the effect of living in a cold home.

An approved Contractor, Aran Services Limited, is working on behalf of the Council to offer private sector residents loft and cavity wall insulation which will reduce energy bills. Grant funding is also available to support solid wall insulation, room in roof insulation, boiler replacements and the installation of full central heating systems. A free, no obligation survey can be requested by residents by calling 0800 5877795 or 01284 812520 quoting EF/19 or visit www.aranservices.co.uk to request a call back.

In relation to North Weald Airfield:

National Police Aviation Service (NPAS) The NPAS construction is due for completion in August with operations likely to commence in September.

Essex & Herts Air Ambulance Trust EHAAT are waiting for their planning application to be approved before they can commence work on their new base. (Waiting for Nigel to get back to me)

Cancer Research UK Race for Life The CRUK Race for Life took place at NWA on Wednesday July 10th. Over 1000 runners, walkers and joggers took part which was open to men and boys for the first time. It is expected that £38,000 will be raised for the charity. This will add to the £1m raised by the North Weald event over the past 20 years.

Epping & Ongar Round Table fireworks event Nov 2nd EFDC and particularly the North Weald Operation Team will be working alongside the Epping & Ongar Round Table in the presentation of a fireworks event at NWA on Nov 2nd. A nominal fee has been agreed with the emphasis on raising funds for locally based charities.

Complaint from Epping residents regards aircraft nuisance Earlier in the year the Airfield received a number of complaints from residents living in Theydon Grove regards nuisance caused by overflying aircraft many of which were conducting training flights. The problem has been addressed by the Airfield Management through dialogue with residents and the pilot training organisation. Pilot briefings have also been undertaken as well as regular social media posts asking pilots to avoid area of habitation.

North Weald Market Following a recent tender process Saunders have been awarded the lease to operate North Weald market for a further 2 years. End date December 31st 2021.

VE Day commemorations Discussions are underway as to how EFDC should commemorate the 75th anniversary of Victory in Europe (VE) day in May 2019. The Chairman of Council is leading an officer group in events that are to be centred around North Weald Airfield.

Page 36 RNoAF 75th anniversary event at NW On Monday 15th July the Chairman of Council and Chief Executive joined the Royal Norwegian Airforce Chief of Stone plus other distinguished guests including the Commanding Officer of 56 Sqn Matt Fleckney to lay wreathes at the Norwegian Stone to commemorate the 75th anniversary of the beginnings of the Royal Norwegian Air Force. The event concluded with lunch at The Squadron close by where the Norwegian squadrons of WW11 were based.

Building Control

There has been a development within the Building Control Profession resulting in a small number of private practice building control companies (Approved Inspectors) not being able to find re-insurance for their practice. At least one of these has gone into administration with their current portfolio of work having to revert back to the Local Authority to complete. This is a direct result of a change in attitude by insurers to minimise their liability following the Grenfell Tower Disaster. The final consequences of this is yet to unfold.

Asset Management

On a positive note, the Building Control partnership with Weston Homes continues to flourish with two additional projects being received on which tenders have been requested. These will be developed within the weeks to follow.

The major development in the asset management area is the appointment of consultants (White, Young and Green) to provide project management support for the development. Our aim is to bring a report outlining three options for the site to the December Cabinet.

Page 37 This page is intentionally left blank Report to the Council

Committee: Cabinet

Portfolio: Community & Partnerships

Portfolio Holder: Councillor N Bedford

Recommending:

That the report of the Community & Partnerships Portfolio Holder be noted

This has been a very busy period for the Community & Partnerships directorate and I have been pleased to attend a wide range of activities and events across my portfolio, covering all ages and abilities, some of which are included below.

Community, Culture and Wellbeing

Crucial Crew I was delighted to attend the Council’s very successful Crucial Crew event which is a wellbeing and personal safety initiative for all 10-year olds at school in the district. The event was staged at Debden House, Conference & Camping Centre in Loughton during the week of 10th June to 14th June and over 1,400 Year 6 pupils from primary schools across the Epping Forest district took part in the interactive programme which focussed on crucial personal safety messages and key information about how to stay fit and healthy. Facilitated by the Council`s Community, Culture and Wellbeing Team, scenarios were delivered by a range of partner agency to the children. Partners involved included; Essex County Fire and Rescue Service, ACE, Essex County Council Road Safety, Safer Places, Sainsbury’s, Spark2Life and the Red Balloon Foundation. A range of topics were covered from on-line safety to gangs awareness, healthy relationships and the importance of physical activity. This was my first visit to Crucial Crew and I was very impressed with the organisation and interest demonstrated by both the facilitators and the children taking part.

Active Outdoors Our Health & Wellbeing team has been busy developing two new outdoor activity sessions to encourage local people be more active and improve their health and wellbeing. These include a “Wellbeing Walk” which takes place every Tuesday 6.30pm to 7.30pm at Roding Valley Nature Reserve in Buckhurst Hill. This session incorporates breath work, mindfulness, meditation and stretch and will run until the end of September. A new “Boxing Bootcamp” has also been developed which runs every Monday 12noon - 1pm in Waltham Abbey Gardens. This session is a combination of boxercise and boot camp for all abilities and will also run until the end of September. Both sessions are proving popular with excellent attendance.

Great British Spring Clean Earlier in the year, in May, our Community, Culture & Wellbeing team mobilised Council staff, residents and staff from partner organisations to take part in “Great British Spring Clean” events. Communities in Limes Farm, Chigwell and Ninefields, Waltham Abbey came together with the aim to make a difference in their community and help clean up the environment. Epping Forest`s Community Champions, families

Page 39 and individuals armed with litter pickers, high vis jackets, bin bags and gloves went around their various estates and collected any litter they found, helping to make the community a greener, cleaner place to live.

Senior Safety Day in Chigwell The Council’s voluntary Community Champions from Chigwell helped to organise and promote a Senior Safety Day at Chigwell Hall in Chigwell in June. Over 40 senior residents attended and were reminded how to keep safe in and around their homes. Speakers from Essex Fire & Rescue Service, Essex Police, Crime Stoppers and Neighbourhood Watch spoke about fraud, scams and fire safety, all attendees said that they felt well informed and more aware, following good interaction with their peers and professionals. The day culminated with Arc Theatre Company delivering a short piece of interactive theatre, which raised awareness of the various types of scams people may encounter and gave advice on how to avoid being a victim of scams and fraud. Feedback from all participants was extremely complimentary about the day.

Children`s Summer Holiday Activities 2019 Our Summer Holiday Activities 2019 programme for children, young people and their families is now available which contains a wide range of fun and exciting activities on offer across the district. These include family workshops, children’s shows, multi- sport activity days, disability inclusion sessions and creative workshops. Working in partnership with Town and Parish Council’s there are also the free “Play in the Park” sessions which are programmed in Abridge, Buckhurst Hill, Chigwell, Epping, Loughton, Moreton, Nazeing, North Weald, Ongar, Roydon, Theydon Bois, Thornwood and Waltham Abbey.

Epping Forest Youth Council - We R Safe Project One of the highlights of my Portfolio since I commenced in the role, was to be part of the Youth Council’s excellent ‘We R Safe’ Short Film Premiere event, which was held on Monday 8th July 2019 in the council Chamber. The We R Safe project follows the successful Drugs Awareness project that the Youth Council undertook in 2018 and focusses on keeping young people safe, by giving them tips and advice, along with information about who to contact if they fall into difficulties. The launch event took the form of a premiere movie night and introduced the five key themes of the project; Realise, Run (knife awareness), Report, Resist and Resilience, with each of these themes being portrayed in short film clips designed, developed and acted by members of the Youth Council.

I was delighted to be in the company of a range of guest speakers, who included the Deputy Lord Lieutenant of Essex, Michael Chapman; the High Sheriff of Essex, Dr James Bettley; the Chief Constable of Essex Police BJ Harrington and Deputy Police Fire and Crime Commissioner, Jane Gardner. Our Chairman of Council and Cllr Whitbread were also speakers at the event. We were also very pleased to welcome Lorin LaFave from the Breck Foundation, who’s son Breck Bednar was tragically murdered in 2014 following online grooming. Lorin was very complimentary about We R Safe, as were the range of other guests who included two previous High Sheriff’s of Essex, Lorna Rolfe and Simon Hall, who were both great advocates of the Youth Council in 2017 and 2018.

Information about this excellent initiative can be found on the Council`s website at www.eppingforestdc.gov.uk/youthprojects.

Page 40 Other Youth Council Activity Four of our Youth Councillors; Barnaby, Eleanor, Harriette and Zack, recently met with local MP – the Rt. Hon. Dame Eleanor Laing at Thatcher House in Loughton. The Youth Councillors discussed the many issues and concerns facing Epping Forest young people and presented their different projects, including the National Award Winning “MiLife” project.

Dame Eleanor was particularly complimentary about the Youth Council`s recent Drugs Report and survey and agreed to take the findings from this to fellow Members of Parliament to challenge legislation around the misuse of Nitrous Oxide capsules and to look at campaigning for health warnings on packaging similar to that found on cigarette packets. Dame Eleanor also confirmed her attendance at the next Youth Democracy Conference which will be hosted by EFYC on 22nd November at the Civic Offices.

Youth Activities Map 2019 Over the time that the Youth Council has been in place, it has developed and regularly updated a Youth Activities Map which contains details of the range of opportunities for young people to take part in activities within their community. Over recent months, this information has been digitalised through a collaboration with the Council`s ICT Team and an interactive map has been developed for young people to access remotely. The map, which was launched alongside the We R Safe Project, can be easily updated as and when required.

MiLife Mental Health Project The award winning Youth Council mental health project, MiLife, reaches the end of its three-year programme in the Autumn. This immensely successful initiative has provided support and guidance to thousands of our young people across the district. The final stage of the project is to digitalise MiLife so that schools and young people can continue to access the valuable knowledge and support in a sustainable way. Working with local third sector organisation, The Red Balloon Family Foundation, the digital version will be launched in schools at the start of the new academic year.

Grant Aid We are continuing to receive a high level of applications for the Council’s Grant Aid scheme which supports voluntary and charity organisations within the district who provide valuable services to our residents. I have reviewed over 34 applications so far, covering different organisations and our funding continues to cover a variety of services and equipment, this includes funding approved for initiatives such as; kitchen refurbishments for community facilities, gardening equipment and health screening services. With online applications now available for groups, the process has been made even quicker and easier to use.

Museum Exhibitions I am really excited about our District Museum’s next exhibition; “Scouts, Skills and a Century of Change: The Untold Story of Gilwell Park”, which opens to the public on 10 August and will run until 12 October. This exhibition has been produced in partnership with the Scouting Association at Gilwell Park and celebrates 100 years of scouting at Gilwell. It will be formally opened by Dwayne Fields, Scouting Ambassador and the first black Briton to walk the North Pole.

The next exhibition to open at Lowewood Museum is “James Ward: The Greatest Animal Painter of his Time”. The exhibition opens on 21 September and will run until 25 January. This project is funded by the National Lottery Heritage Fund and will

Page 41 showcase James Ward’s work from the collections at the Tate, London and Fitzwilliam Museum, Cambridge.

Community, Culture & Wellbeing Volunteers Between April – June volunteers within Community, Culture and Wellbeing contributed 645 hours which equates to over £5,000 in kind support. Volunteer work has included museum front of house, collections care and upkeeping the garden.

Cultural Education Programme Between April and June this year over 2,500 school pupils have participated in dance education school workshops and pupils from Upshire Primary School completed their Arts Award Projects. The service is currently developing an Arts Award resource to train teachers to deliver the programme themselves. This programme is funded by the Royal Opera House Bridge.

The Royal Opera House Bridge have also commissioned the service to help develop creative network meetings with education providers and cultural organisations within the district to discuss creative provision within schools.

Events Programme Another very enjoyable event that I had the pleasure of attending was ‘eNgage’, which is the Council`s annual youth and community dance showcase and this took place at The Spotlight Theatre in Hoddesdon, on Friday 28th June and was a great success. Groups from all over Essex and Hertfordshire performed their dance pieces to an extremely high standard. There were 150 dancers aged from 6 to 86 years performing in front of a packed audience and our museum’s resident dancers, the ‘Museum Movers’ also came to support the show and were inspired by a group who travelled from Chelmsford called Forever Young who ranged from 70 years +.

The Community, Culture and Wellbeing is working in partnership with the Essex Child and Family Wellbeing Service on the development of a networking community group for families with autistic children. Taking place at Epping Forest District Museum, the scheme called “Mini Play, Big Listen” is in its development phase and aims to support local families with early diagnosis of autism.

The District’s “My Weight Matters” scheme, which works in partnership with Voluntary Action Epping Forest and ACE Weight Management, is now running sessions at the Museum on a regular basis.

Our District Museum has been invited to take part in the ‘Of By For All’ project which is an international programme of work. Invited by the Santa Cruz Museum of Art in California, the museum is one of two UK museums involved in the project. The scheme aims to provide relevant resources and advice on how to encourage participation and build relationships with local communities.

Community Resilience Service

Environmental Enforcement In the 1st quarter (April-June 2019), the Environment Enforcement Team has received 1581 complaints/service requests. During this period the team has served a range of notices including;  3 Noise Abatement Notices on 2 properties in Waltham Abbey, and The Merry Fiddlers in Epping  6 Community Protection Warnings (3 regarding waste on land, 2 for noise, and 1 regarding waste and shouting).

Page 42  3 Community Protection Notices have been served, 2 regarding waste on land and 1 for the waste and shouting issue. Of these, 2 have/are having ‘Works In Default’ enacted to clear the waste, for which the tenants will be recharged.  1 S.46 notice has been served (regarding disposal of waste in prescribed manner)  4 other waste offence cases are currently with legal for proceedings, and we are waiting for court dates regarding these.

Prosecution wise, the team has issued 6x £200 fixed penalties for fly tipping (total of £1200), and we had a successful prosecution in April 2019, regarding a fly tipping offence in Hillyfields, Loughton, where the person responsible received a total financial penalty (fine and costs) of £952. The delay in bringing the matter to court was due to court availability, and that the person responsible did not attend a number of hearings.

Anti-social Behaviour The councils Community Safety Team has worked in collaboration with Metropolitan Police Redbridge Safer Neighbourhoods Team and have delivered a gangs prevention education package to Limes Farm Junior School and West Hatch Senior School. This was as a follow up to Operation Rose, which took place in 2018 and focussed on gang activity through County Lines into the district. The input was well received by both schools with over 400 year 6,7 and 8 students benefiting. This action was made possible due to the excellent cross border links forged by the councils Community Safety Investigators and demonstrates the value of multi-agency working. There are currently two applications received for Anti-social Behaviour Case Reviews, (Community Triggers) in the Loughton and Waltham Abbey areas. The applications place a statutory duty on the council to determine whether they meet the threshold for review and, if they do, sets further time deadlines to convene a multi- agency panel meeting and make recommendations to resolve the case.

Community Safety & Housing Community Safety are working with the councils Housing Options Team to prevent the inappropriate placement of applicants in temporary accommodation. In the past there was a significant failure rate where persons would be found accommodation only to cause serious issues when they moved in. In a pilot scheme which has been running for over a year, Community Safety have developed a lawful vetting process prior to accommodation being offered. This works collaboratively with Housing Options staff and the Loughton Community Policing Hub and allows staff to access risk before offering placements. The scheme has proved extremely successful reducing inappropriate placements to very low levels. This has reduced the amount of council officer time in problem solving those placements that failed, it has also saved the council money in having to instigate an eviction process and has saved on police resources that were often called to disorder caused by inappropriate placements. The scheme has relied heavily on Community Safety oversight, but now having demonstrated its effectiveness, the majority of the processes used are about to be automated saving further time.

Page 43 Economic Development

Economic Strategy: Consultation on ‘Nurturing Growth’ (a discussion paper on developing an economic strategy) closed on 27th May. The consultation involved direct mailings to 150 recipients plus copies to key stakeholders and presentations to a special meeting of the local Chamber of Commerce and to the One Partnership Board. It was also published on the council’s website with a supporting social media campaign.

Over 30 responses were received. However, a concern highlighted in the responses was related to the limited duration of the consultation period and a general lack of awareness of the process. Therefore, following Members’ direction, it has been suggested that the consultation period be extended for two months, to enable greater engagement and to host a major stakeholder conference in September to review responses, amend the document and begin the production of a delivery plan. However, this will subject to a presentation to Cabinet Committee on the Economic Development resourcing proposals, before its meeting in July.

Tourism: Following on from the growth to tourism website experienced at the start of the year and especially over the Easter holiday, the visitor numbers have continued to climb. As we enter into the summer season, figures for the latest week to date show daily figures of around or over 1000 visits. Over the last weekend alone one event in Matching Green attracted 1,584 visits with the Epping Town Show following with 994 visits and an event at Abridge recording 600+ visits.

Dedicated pages were created for Countrycare to promote their reserves and walks and an analysis over two months shows a very promising response with around 1,500 hits so far which is over 100 a day. The most popular page has been the Epping walk followed by the general page about Countrycare and its reserves.

Officers continue to lead on the Cross-Border tourism work (encompassing the five districts – Epping Forest, Broxbourne, Harlow, East Herts and Uttlesford) with the most recent meeting held in June at the new Aviation College at Stansted. This meeting was also used as the forum for the first presentation of the outcomes of recent work on the development of a new cycle route linking Rye Hill to Stansted at its core. The latest tourism value figures are due out at the end of July and these will be collated for all the districts to support the first year on year performance review.

Green Arc: The Green Arc was an initiative to promote and coordinate investment in green infrastructure running from the Thames to Barnet. The One Partnership has recently taken over the project, a consultant to lead work, commissioned using funding inherited from the Arc, has been employed and steps are being taken to establish a Steering Board to take work forward. The first of these steering board meetings was held on the 12th of July. It was attended by representatives from the Greater London Authority (GLA) EFDC, Essex County Council, Corporation of London, Friends of Epping Forest and the Woodland Trust and a number of other organisations. Partners have agreed to meet again in September to review the geography and new approaches to delivery.

The aim of the Green Arc project is to focus on where London meets the countryside, looking at joint initiatives to increase and protect canopy, explore new ways of developing corridors to allow residents and visitors to enjoy the green and unique

Page 44 areas in this quadrant as well as innovating in community involvement in programmes. A meeting with the GIS team at EFDC has seen the Green Arc begin work to properly map the green assets that exist in this quadrant.

Skills Officers are continuing to work closely with the new management team at New City College, Epping Forest Campus. In line with member direction, officers have been working to expand representation for the district within the New City College governance structures and are instrumental in establishing a local governance body to ensure effective representation from the local community and employers. Officers have also had a series of meetings with senior figures at New City College in order to progress the local initiative. It is hoped that this work will come to fruition over the next few weeks and a further report can be brought to the next AMED meeting.

Bioboost Officers continue to work on the delivery of the EU-funded Bioboost programme in cooperation with colleagues in Belgium and Holland. In May the UK Partners hosted an event within the Epping Forest District for colleagues from businesses and universities from both these countries. A key area of discussion was around securing funding for the proposed Cucumber and Food Festival in Waltham Abbey, which will allow Bioboost partners to engage with the public to test the viability of products they are developing using surplus products produced as a by-product of the glasshouse growing industry. EU Partners have agreed that up to £15k can be reserved for this event scheduled for Saturday 26th September. A working group from the Waltham Abbey Town Partnership, Vibrant Partners and local businesses are currently working on this event with the local growing industry.

Page 45 This page is intentionally left blank Report to the Council

Committee: Cabinet

Subject: Contracts and Technical Services

Portfolio Holder: Councillor N Avey

Recommending:

That the report of the Contracts and Technical Services Portfolio Holder be noted.

Parking Tariff Change:

The revised car parking tariffs in all Council car parks came into effect on 4 March 2019. The review of the new tariff will be starting soon to assess the impact of the changes and to see what, if any, further work needs doing.

Contract performance:

The last Parking Partnership Board meeting with our car parking contractor NSL took place on 11 April. The contract is performing well and all contractual performance indicators for this year have been achieved.

Loughton Broadway Parking Review:

At the last meeting with local Members and officers of the North Essex Parking Partnership (NEPP) a revised strategy was agreed. The main scheme has been put on hold as a result of the consultation and objections received. Surveys are being carried to assess junction protection needs and we are awaiting the outcome.

Epping Town Parking Review:

The implementation of the Epping Town Permit scheme on 21 January included Controlled Parking Zone, Business Permits and Pay and Display. By catering for the needs to residents, businesses, visitors and shoppers the scheme has enabled best use of public highway. As a result road safety and traffic flow has significantly improved.

There has been some displacement into surrounding roads and to deal with this new Traffic Regulation Orders are being prepared to introduce similar restrictions on the few roads identified.

As a result of objection received there will now be an Epping phase 2 scheme that will be advertised late Summer with implementation planned for early Autumn.

NEPP Scheme proposals

Nominations for new schemes will be submitted to the October meeting of NEPP. EFDC is allowed to submit six schemes. Consultation with Members will take place late August and into September.

Page 47 Waste Management

I am pleased to report that the contract is working very well with performance indicators being met. The challenge around dropping value of recycling materials in the resale markets has continued and this means the Councils share of the income from sales is on a downward trend.

A Task and Finish Panel is being set up by the Overview and Scrutiny committee to review various issues:

(a) the possibility of exploring the introduction of a third wheelie bin to replace the current clear recycling sacks for collection of dry recycling materials;

(b) the consideration to collection of food and garden waste in separate containers and the option of charging for collection of garden waste;

(c) the possibility of not collecting garden waste in certain months of the year when demand is low;

(d) the pressure on the waste collection contract due to the issues around sale of recycling materials after processing;

(e) a review of street cleansing arrangements with a view to achieve improvements in cleansing standards; and

(f) improvements in provisions for waste and recycling collections on the high street including the collection of more recycling materials

Members may be aware that there was an accident in Loughton involving a Biffa refuse freighter. There was serious damage to a property and two vehicles. No one was injured and the accident is being investigated by the police and Biffa to ascertain the reason for the accident.

Leisure Management

The last Partnership Board meeting took place on 15th May where the focus was on centre performance. The leisure contractor demonstrated excellent growth at the new Waltham Abbey centre and at Loughton Leisure Centre which is now at its highest ever level. Both Epping and Ongar centres remain generally static in terms of membership numbers with the contractor trying various marketing strategies to maintain the situation at both centres. Given the age of both centres and the lack of clarity over their futures, the leisure contract manager is working with the contractor to spend only as much as is necessary to maintain the buildings and plant. However, a recent plant failure at Ongar has resulted in a number of closures of the pool.

The Sports Consultancy has been commissioned to produce an options appraisal for the Ongar Leisure Centre which will inform any decision making regarding the future of the centre. The options appraisal will be presented to the next Leisure Contract Partnership Board in late September.

Initial discussions with the leisure contractor have taken place with regard to the management fee arrangements for the proposed new leisure centre at St Johns Road. However, much depends on the outcome of the work being undertaken by Whyte Young and Green over the next few months.

Page 48 Ongar Leisure Centre A sum of £80,000 was received earlier this year from the Department of Education with regard to the reinstatement of the tennis courts at Ongar. Members may recall that the Ongar Academy had used the site for their temporary classrooms during the construction of the new school. It has been agreed to ringfence that money to help pay for any urgent repairs that may need to be undertaken to keep the outdated plant operating thereby limiting any loss of service as far as possible. To date a sum of £10,200 has been committed to replace parts of the air handling unit, a circulation pump and replace a leaking rooflight. New signage has been installed at Ongar Leisure Centre to address problems with centre users parking in the disabled bays without displaying blue badges. The problems are mainly caused by a specific group of parents with children usually in the late afternoon. Parking enforcement will take place to send a message to non-conforming customers.

Epping Leisure Centre As Members may know the sports hall at Epping suffers badly from water ingress and over the years the floor has degraded to a very poor state. Working with the contractor and bearing in mind the proposals for a new centre at Epping, a temporary floor covering is being installed from the 22nd July over three days. This should last around four years during which time, it is hoped that plans for the new centre are finalised.

Also, a temporary roof repair is being undertaken at Epping during August. It is hoped this will last until the new centre comes on stream. Both the sports hall floor and roof repairs are being funded from Capital underspends arising from savings made during the main leisure centre refurbishment works over the past two years.

Loughton Leisure Centre As previously mentioned Loughton leisure Centre is performing at its highest ever level in terms of membership. Pool timetable changes and the refurbishment of the steam room and sauna have made a significant difference. The new gym extension is particularly well used. The centre has had some security issues in the past year with two break-ins. Additional security shutters were installed as part of the refurbishment works last Summer. There have been a number of incidents involving locker break-ins and theft of charity boxes etc recently. Over the next few weeks additional internal CCTV will be installed to reduce these petty thefts (funded again from Capital underspends). Installation of a new Combined Heat and Power unit starts this month and will result in greater energy efficiencies.

Waltham Abbey Leisure Centre The formal opening event for Waltham Abbey Leisure Centre took place on Saturday 15th June. The centre was opened by the Chairman and Olympic swimmer Sharron Davies. The opening ceremony was combined with an Oceans of Fun event where children were involved in swimming activities and first aid training.

Countrycare

Since the last report Countrycare has project managed volunteer tasks on ten sites. A total of 120 volunteer days have been contributed by our volunteers with an average of 13 volunteers per task.

Access improvements have been made on sites by mending fences and bridges, many sites had their first cut of the season of the meadow, some hibernacula have been erected and a tawny owl box installed on a site in Epping. On Tree Top Meadow Countrycare planted an oak sapling on behalf of The Nappy Library who had been awarded it by a local nappy supplier after the Library succeeded in encouraging 100 parents to use linen nappies instead of single- use plastic nappies. Grounds Maintenance donated a matching oak as a gesture of support and PR attended to publicise the Nappy Library and the site.

Page 49 Reptile and butterfly surveys have been ongoing with a healthy population of both at two of our sites. A barn owl was discovered in a barn owl box we erected on a site last year. There was a high demand for the Easter Scavenger Hunt with 30 children and their parents attending on the Home Mead Local Nature Reserve (LNR).

In Chigwell Row Wood LNR Countrycare held a Conservation Education day for 25 children from year 7 of Chigwell School. Whilst carrying out conservation tasks they learned about the woodland, veteran trees, the flora and fauna and also did a biological survey of the hedge on the recreation ground.

The Shelley Rainbows and Brownies were awarded their ‘go wild with bugs’ badges after taking part in bug hunting and other bug themed tasks on our Bobbingworth Nature Reserve. Twenty-three Rainbows and Brownies attended.

The Tree Warden Scheme is ongoing with much interest in the Essex Green Infrastructure Strategy. The summer will see surveys of newts and the Special Roadside Verges along with a few family events.

Grounds Maintenance

The recent warm weather mixed with the odd rain shower has provided perfect growing conditions for grass and shrubs and this has certainly kept the grounds maintenance teams busy keeping them under control. Hedgerows too, have started to become straggly and we have a hedge maintenance programme in place to prevent vegetation encroaching onto roads and footways. In line with RSPB recommendations, we wait until later in the growing season before undertaking any significant hedge pruning to ensure nesting birds are not disturbed.

A small outbreak of the oak processionary moth (OPM) was recently spotted in the district. The caterpillars of OPM are pests of oak trees, and a hazard to human and animal health. This pest was accidentally introduced to England in 2005, and is subject to a government-led programme of survey and control to minimise its population, spread and impacts. The oak processionary moth is now established in most of Greater London and in some surrounding counties. The Forestry Commission is lead organisation on OPM in the UK and full information and advice can be found on their website.

Page 50 Report to the Council

Committee: Cabinet

Subject: Customer Services Portfolio

Portfolio Holder: Councillor S Kane

Recommending:

That the report of the Customer Portfolio Holder be noted

1 The period since my last Council report has been the busiest of the year for some areas of the Customer Directorate. The Electoral Services team along with other colleagues within the Council, including the Corporate Communications team successfully administered two major polls, namely the Local Elections on 2nd May 2019 and the European Elections closely following on 23rd May 2019, along with the subsequent count processes. The close proximity of the elections provided a challenge for everyone involved which they handled admirably.

2 The Corporate Communications has also played a key role in supporting the Local Plan hearings and the webcasts helped ensure that as many people across the district can view proceedings and provide as open and transparent process as possible. The webcast views as of 17th July were:

 32 sessions webcast over 7 weeks  Duration of sessions webcast is 88 hours 59 mins  4,685 views (webcast played for a min of 1 min)  2,929 viewers  Total viewing time to date of 3,107 hours 19 mins

3 Recent months has seen the rollout of new i-pads to Members to help eliminate the use of paper and reduce cost along with the rest of the organisation. I recognise that there have been and continue to be some challenges with the transition away from paper. I am pleased to say that I have been able to provide a solution to Members to enable Council e-mails to be accessed via their personal mobile phones that complies with Public Sector Network Code of Communications (PSN Co-Co) requirements. This is an action arising out of the Internal Audit report on how personal data is shared with Members. Without this compliance the Council is essentially precluded from sharing data with other public sector organisations and would not be able to fulfil its statutory obligations.

4. I recognise that the move to ‘Digital Members’ is one that will evolve to ensure that we can work in a modern and flexible way. There will remain officer support for Members who require on-going help to the use of the devices and applications, and this can be arranged by contacting Member Support within the Customer team. I am confident that we can join the rest of the organisation in the overall digital transition and the benefits this will bring in the future.

Page 51 4. The Digital Inclusion project is proceeding well, and the draft report and recommendations have been received from Citizens Online about future priorities in this area. I hope to be able to share the findings with Members in the near future.

5. The implementation of a new Corporate Debtors system has commenced and is on target for the planned implementation date of December 2019.

6. Work is now commencing to merge Benefits customer contacts into the Revenues customer team to provide a generic solution for customers. Once this process has been completed it is planned for this team to merge with the Corporate Customer Contact Team by the end of this financial year.

7. The current Capita contract for Revenues and Benefits is due to expire on 31st March 2020. Renegotiations are underway looking at options around a cloud- based solution. This is also being referred to the wider work the consultants ITICA to assess the benefits of cloud-based solutions for the Council on a corporate basis. A report regarding the Revenues and Benefits is still planned for Cabinet in December 2019.

5. The recruitment into the management positions within the Customer Directorate is progressing with appointments being made into Team Manager and remaining Service Manager positions. I am please to announce the following recent appointments:

- Susan Lewis - Customer Service Manager; - Tom Carne – Corporate Communications Manager; - Nikki Gambrill – Customer Service Team Manager; - Gaynor Atkinson – Revenues Operations Team Manager; - Gary Ayres – Corporate Debt Team Manager; - Lynn Smith – Compliance Team Manager; - Lorraine Martin – System and Contracts Team Manager.

Page 52 Report to the Council

Committee: Cabinet

Subject: Housing and Property Services

Portfolio Holder: Councillor H Whitbread

Recommending:

That the report of the Housing and Property Portfolio Holder be noted

Executive Summary

The following report provides an update on progress in the following areas:

 The Council Housebuilding Programme  Property Maintenance  Housing

Council House Building Programme

As an introduction to my new role, as Housing and Property Service Portfolio Holder, I went on a ‘tour of the district’ looking at council’s housing stock and properties. As part of this tour I saw a number of properties recently built as part of the council house building programme. This included a tour one of the blocks on Burton Road, Debden, prior to occupation. The quality of these properties is outstanding. It is great to see that this council is providing such high quality affordable housing for local people. In addition, to being an attractive development, the properties are also energy efficient, with smart meters in each properties, to measure energy consumption per household, and solar panels on the roof to assist with electricity generation.

Phase 2 - I am pleased to report that in July the Council took handover of Davies Court, which is made up of 11 x 1-bed flats and 4 x 2-bed flats. This now leaves the final block of flats, Churchill Court, to complete, which is due to be handed over later in September. Members will remember that this was delayed due to the fire last year.

Phase 3 - The development at Cyril Hawkins Close in Queens Road, North Weald, made up of 10 x 3-bed houses and 2 x 2-bed houses continues to progress according to the programme and is forecast to handover in August 2020. This will the last site in Phase 3 to be completed.

Norway House Pods - The single person homeless accommodation pods are now completed and the first residents have moved in and are fully occupied. This has added a much welcomed new type of accommodation to the Council’s portfolio, which is helping to reduce the number of single homeless people being placed in bed and breakfast accommodation. I had the pleasure of recently visiting the pods and I was most impressed with the quality of the accommodation. The use of pods is an innovative and effective method of providing accommodation for homeless people within our district.

Page 53 Phase 4 - 6 – The remaining 24 sites with planning permission that have yet to commence have been re-packaged and a programme developed with the new Framework Alliance. Tenders are due to go out this month for the first package in Loughton, with start on site due later in the year. Other packages will follow and overlap to try and match the cash flow required to make full use of the 1-4-1 receipts.

Expenditure against the 1-4-1 receipts accumulated from Right to Buy sales, which is ringfenced for new affordable housing, is being closely monitored by the Council House- building Cabinet Committee. At its last meeting in June, the Cabinet Committee reiterated its decision that if it becomes likely the Council might under-utilise its 1-4-1 receipts, then open market street properties should once again be purchased to avoid returning the unspent capital back to the Government.

Property Maintenance

The fire risk assessments on our high-risk housing properties have now been completed and the process of reviewing their findings and prioritising actions will now commence. Our Housing Assets Officers put a great deal of work into the risk assessment process together with our specialist consultant, all recognising the critical importance of fire safety.

The refurbishment of building 21 at Town Mead Depot in Waltham Abbey has now been completed and is ready for occupation by the nursery service. A workshop together with welfare facilities, toilets and a shower are now all in place as well as secure storage compounds for plants, flowers and water storage. The premises and facilities are fully accessible with a ramped approach to the building. This has been a real “in house” team effort with our own surveyor and electrician designing the scheme and supervising the works on site and our Housing Repairs team carrying out most of the construction. Whilst undertaking the project, opportunities were taken to grow the skills of two construction apprentices and to also upskill two other members of our trades team, all under the supervision of more experienced and qualified colleagues. Final landscaping was completed by Grounds Maintenance. The scheme has successfully brought back into use a building asset that had been unoccupied and underused for many years.

Our Housing Repairs team decorators have been very busy this year carrying out a lot of extra work for our tenants that are eligible for help under our internal decorating service. As well as providing a high-quality service, by using our in-house team we ensure that monies remain within the Council.

The lift refurbishment project on the Limes Farm estate is now complete. 9 passenger lifts were refurbished and upgraded on time and within budget. CCTV has just been installed within the lift cars and is now live. Hopefully this will deter potential vandalism.

The new electrical substation has been installed on the “live side” of the airfield at North Weald. It is now powered up and is supplying the new NPAS (National Police Air Service) building. This new installation was required to facilitate the continued expansion of operational and commercial activities at the airfield. Also at the airfield, fire detection and alarm systems in the control tower and gatehouse have been replaced. The existing installations had reached the end of their design life.

Although most works at the civic offices are on hold as part of the accommodation review, the electrical team are currently working on a couple of key areas. The last few remaining ICT switches located around the complex are being moved on to “essential” power circuits. This makes us much more resilient, helping to ensure that our computers and phones continue to work in the event of power failure. Additionally, 2 electric vehicle charging points are to be installed in car park 1. This is in addition to 2 units already in place within

Page 54 the basement. The team is working closely with colleagues that are delivering the Council’s travel plan.

Housing

On the 2nd July 2019, the Select Committee agreed that the Council should enter into an agreement with all Essex Local Housing Authorities, Essex Community Rehabilitation Company, National Probation Service, NACRO, Essex County Council and Chelmsford Prison and adopt the Essex Prisoner Protocol. Under this is agreement, those signed up to the protocol agree to work together to reduce the number of Essex adult offenders who leave custody without access to accommodation, and to reduce the number of offenders obliged to sleep rough or move into accommodation which might be unsafe. On average the Council’s Homeless Team deal with six such cases a year.

Under the Homelessness Reduction Act 2017, the Council is required to provide an open approach to all referrals into the Council’s Homelessness Service under the Duty to Refer provision. Adopting the Essex Prisoner Protocol will improve referrals and ensure that all identified prisoners leaving custody without accommodation can receive support with their rehousing. Additionally, offenders sleeping rough or occupying unsuitable accommodation will also receive the same level of service.

On Monday 15th July, I, along with representatives from other Essex Councils attended a meeting with London Council’s on ‘Housing Migration – Out of London placements into Essex.’ This meeting was an opportunity to re-ignite dialogue with representatives of London council’s in relation to their placement of homeless people from their boroughs into Essex. London is managing its homeless problem by placing large numbers of homeless families in Essex and away from their families, friends and support networks. Families are left isolated and feeling forgotten while at the same time increasing pressure is being put on local services such as: GPs, schools and social services. London Authorities are placing individuals in out of borough accommodation due to lack of supply and cost.

In Epping Forest, we believe that we have 235 families placed within our boundaries. However, there are concerns about a lack of notification from London Boroughs when individuals or families are placed in the district. Research carried out by ECC showed that of the S208 notifications Essex districts, boroughs and cities should have received from London only 42% were received.

There is also an issue with people being placed inappropriate accommodation for their housing need. For example, in Harlow, London authorities have been buying accommodation which has been changed to residential from offices, under permitted development rights. These are based in the middle of industrial estates, and mean that people do not have access to good public transport links, shops, play areas...etc. In Epping Forest, we have a particular issue with London authorities buying up cheap hotels, which can be in isolated location and inappropriate for the housing need of the individual placed within them. One family placed with us contained a disabled child whose wheelchair wasn’t even able to get through the door.

The meeting was productive. London Council’s acknowledged that there was a problem. Whilst, there doesn’t seem to be an appetite to stop these placements, there was an acknowledgment that communications need to be improved and that they need to look at how the most vulnerable are being placed.

Page 55 This page is intentionally left blank Report to the Council

Committee: Cabinet

Subject: Planning Services

Portfolio Holder: Councillor J Philip

Recommending:

That the report of the Planning Portfolio Holder be noted.

1. Local Plan progress update

Following the close of the hearings sessions for the Local Plan on 11 June 2019, the next steps are as follows:

a) Preparation of a schedule of potential Main Modifications required to make the plan sound to be agreed with the Inspector – many of these were discussed at the hearings themselves; b) At the close of the hearing sessions, the Inspector advised that she will be writing to us with her initial advice as to whether there are any further modifications necessary and whether any further work is needed to support them. The original intention was to do this by the 12 July 2019, however the Council was advised on 11 July that it is now not possible for the letter to be with the Council by this date, but the delay is likely to be relatively short. c) A Sustainability Appraisal and Habitats Regulations Assessment of the effects of the proposed Main Modifications will be required d) A six week consultation on the main modifications and any associated Sustainability Appraisal and Habitats Regulations Assessment will need to take place e) Inspector to finalise her report having regard to any consultation responses received f) Assuming that the Inspector finds that the plan is sound it will then go back to Council for adoption

The exact timeline for all of this cannot be determined until we hear from the Inspector with her initial advice but the Council will be working to ensure that we take the plan forward for adoption as soon as possible. Further information is available in the Inspectors closing remarks http://www.efdclocalplan.org/wp-content/uploads/2019/06/ED77-Inspectors-Closing- Remarks-at-hearing-session-11.6.19-.pdf and on the Council’s local plan examination pages of the website http://www.efdclocalplan.org/

2. Epping Forest Special Area of Conservation and proposed mitigation strategy

Following the review of the 2019 Habitats Regulation Assessment, Natural England has maintained its objection to the Local Plan Submission Version. This is one of the matters that the Inspector is giving consideration to before providing advice as to whether any Main Modifications are necessary, the precise nature of any requisite changes, and whether any further work is needed to support them.

The Final Mitigation Strategy for the Epping Forest SAC will comprise two elements:

Page 57 a) Addressing recreational impacts; and b) Addressing the air quality impacts

The approach to the mitigation of recreational pressures is set out in the Interim Approach to Managing Recreational Pressure adopted by the Council on 18 October 2018. The projects, proposals and costs set out in the Interim Approach were provided by the Conservators of Epping Forest (as the Forest’s custodians) and have been supported by Natural England. This includes the proposition that opportunities for SANG provision will be investigated further, recognizing that such provision is already being sought as part of the masterplanning of some strategic site allocations. Further work is being undertaken to finalise the strategy and a further visitor survey is programmed for early September. Once this is complete it will subject to a review of the projects set out in the current Interim Approach. This will then need to be agreed by key stakeholders, including Natural England and the Conservators of Epping Forest.

With regard to air quality impacts it is proposed that the strategy will build on existing national and international initiatives, which in their own right will contribute to an improvement in air quality over the course of the Plan period, as evidenced by the air quality outputs of the updated Habitats Regulation Assessment 2019. Considering the Epping Forest SAC within Epping Forest District as a whole, it is considered by the Council that these national and international initiatives, combined with the other initiatives identified in the Local Plan Submission Version would result in a net reduction in nitrogen deposition and therefore result in no adverse effect.

A report on the proposed strategy was considered by Cabinet on 11 April 2019 giving delegated powers to the Portfolio Holder to agree the action plan. This is delayed pending resolution of the outstanding objections from Natural England and the Inspector’s advice is awaited. The objective of the strategy is to provide a framework for providing reasonable certainty that there will be no adverse effects on the integrity of the Epping Forest SAC air quality over the course of the Plan period as a result of development, taken alone and in- combination with other plans and projects.

These will be supported by a number of specific measures ranging from the application of planning conditions where appropriate, to secure, amongst other things, the provision of electric vehicle charging points, travel information packs for new occupiers of development, through to a commitment to develop a Sustainable Transport Strategy, to maximise opportunities for travelling by means other than the car. The ‘approach’ will also provide details relating to the need to secure on-going monitoring of air quality within the Epping Forest SAC through financial contributions from development.

3. Neighbourhood Planning

Cabinet considered a report on the Moreton, Bobbingworth and the Lavers Neighbourhood Plan on 11 July 2019. The Examiners report was received by the Council on 17 June 2019 and recommended that with modifications the Neighbourhood Plan meets the basic conditions and should proceed to a local referendum. Taking into account the recommendations in the Examiner’s Report the Cabinet agreed that the draft MBL Neighbourhood Plan meets and the basic conditions and should proceed to referendum. A date for the referendum has been set for 26 September 2019.

4. Harlow and Gilston Garden Town

Homes England have announced a further Garden Town Communities Capacity Fund Bidding Round for the 2019/20 Financial Year and a funding bid will be submitted by 26 July 2019. A total of £6m is available across the 23 Garden Towns and villages which is a reduction from

Page 58 the total amount available for 2018/19.

5. Delivering Infrastructure in the District

In order to ensure that the infrastructure to support the proposed growth in the District the Council has developed a Developer Contributions Strategy which was agreed by Cabinet on 11 July 2019. The guidance provides details on how, what and when planning obligations will be used and the approach to viability for proposed sites in the District to determine the appropriate level of developer contributions to be sought. It is important for the Area Planning Committees and District Development Management Committee to ensure that when granting planning permission reference is made to the identified infrastructure requirements set out in the Council’s Infrastructure Delivery Plan and supporting documentation which have been developed to support the Local Plan in order to ensure that the appropriate provision is made.

6. Implementation of the Local Plan

Cabinet considered a report on 11 July 2019 on progress on the Implementation of the Local Plan. The Implementation Team have been proactively engaging with relevant site promoters to progress the Strategic Masterplan and Concept Framework process and some of the smaller allocation sites. Some sites are more advanced than others, but good progress has been made to progress delivery in accordance with the Housing Trajectory which supports the plan.

A Quality Review Panel was established in April 2018 and the panel has undertaken 17 reviews of sites within the District. An annual report will be published shortly. The Planning Advisory Service has recently published (June 2019) a research report on good development management in which the Epping Forest District Council Quality Review Panel has been used as a case study.

7. Staffing

Management appointments have recently been made, which will see a new Service Manager for Development Management start in early September when Andrew Marx joins us from the London Borough of Islington. Lydia Grainger has been confirmed as the Joint Implementation Team Manager and Vicki Willis as the Local Plan and Policy Team Manager, both of whom are currently in similar roles at EFDC.

8. Development Management

The first three months indicates a significant reduction in Planning Income mainly due to a decrease in high fee earning Major Applications.

It is considered likely that Development Management ‘s income pattern will improve throughout the course of 2019/20 and this is supported by the increase in Pre-Application Income which is currently 33% higher than the corresponding period April to June 2018.

Development Management Planning Fee Income Development Management’s Income from April-June 2019 is under budget at £219,161 (budget £432,460) and comprises of 18% of the overall budget set at £1,200,000 for 2019/20. However, the target to achieve for June 2019 is 25% of budget and it is quite possible that the reduced income is able to be improved as the year progresses.

The main reason for the decrease in Planning Income is mainly due to a reduction in large fee major planning applications. For example; from April to June 2019 all Major Applications have been under £10,000 except for one at £15,246. This is likely to be attributed to the delay in the adoption of the new Local Plan and the on-going delay in issuing planning permissions

Page 59 following Natural England maintaining its objection to the Local Plan Submission Version following their review of the 2019 Habitats Regulation Assessment.

This is contrasted to last year in the period April to June 2018 when our budget for the first three months of 2018/19 was exceeded by a massive £231,388 with one application for Re-development – North Weald Park (500 homes) taking in a fee of £121,645.

Development Management Pre-Application Fee Income Development Management’s Pre-Application Income from April-June 2019 is £59,861 (budget £21,170) and the three months actual plus remaining nine months budget is an indication that that Pre-Application Income may reach £141,361 for the year compared to the budget of £104,860.

This is positive news as it is a preliminary indication of the interest in gaining Pre-Application advice. Pre-Application Income for 2016/17, 2017/18 and 2018/19 has averaged £115,000 and current indications that we will increase our Pre-Application Income quite significantly above this. More importantly it appears to also indicate that planning activity levels may well increase for the latter part of 2019 and 2020.

Page 60 Report to the Council

Committee: Cabinet

Subject: Strategic Projects

Portfolio Holder: Councillor A Lion

Recommending:

That the report of the Strategic Projects Portfolio Holder be noted

Executive Summary

There are four key projects in the Strategic Projects portfolio for 2019/2020 programme. These projects cover the following areas:

Digital Innovation Zone (DiZ). The London Stansted Cambridge Corridor Consortium. Parking Review. Street Lighting Review.

Digital Innovation Zone

5G and Digital Connectivity

The DIZ has hosted an initial workshop to explore the development of potential use- cases to support a bid to the DCMS Rural Connected Communities programme. This is a multi-million-pound Government funding scheme intended to test and develop uses for 5g technology that can be shown to be economically sustainable and scaled up across the country. Officers have attended the DCMS briefing and workshop on the scheme and are now awaiting the formal launch of the programme, which is expected in the next 3-4 weeks. At that point a further workshop will be held to further refine and explore the options for a bid.

Officers have also attended the recent BDUK (Building Digital UK,DCMS) ‘Collaboration for Digital Connectivity’ event in Westminster which set out BDUK’s priorities for the coming years and their plans for the development of full fibre connectivity. Brief conversations took place with both the Chief Executive of BDUK and the Government’s Digital Minister and invitations were extended to visit the DIZ and learn more about its work.

Smart Place Seminars

The most recent of the ongoing series of Smart Place Seminars was held on Friday 26th April. ‘Empowering Community and Voluntary Services Through Digital’ took place at Fletcher’s Lea in Ware and attracted both a wide range of local and national speakers and numerous delegates from charity and voluntary sector) organisations, service commissioners and interested businesses from across the DIZ. The event explored how the voluntary and community sector can be enabled to use digital to achieve better outcomes for communities. A follow-up event is now planned for

Page 61 September at which a number of the key challenges identified and the potential digital solutions will be explored in conjunction with academics from Anglia Ruskin University with the aspiration that a number of initiatives can be taken forward to attract funding and develop into workable and scalable solutions.

Living Smart At Home

Council for Voluntary Services Uttlesford, in conjunction with Rainbow Services, Harlow and Voluntary Action Epping Forest are delivering a programme that will connect up a number homes across the DIZ with the very latest in digital technology to enable residents to live safely at home, often when experiencing limiting health conditions. A small number of exemplar homes have already been equipped and officers from the DIZ recently visited the first of these homes to be equipped in the Epping Forest District. The equipment installed consists of an Amazon hub, a small mobile tablet device and movement monitors in various rooms plus door monitors in places such as the toilet and fridge doors. These monitors produce daily data sheets that display daily activity and wellbeing as well as building a picture of normal routine to allow the system to flag any deviation as a potential issue to be investigated. ‘Open House’ visits are arranged regularly and any members interested in visiting should contact officers who will be happy to put them in touch with the CVS team.

Local Full Fibre Network Programme

A positive response has been received from DCMS to the recent DIZ bid to the Local Full Fibre Network programme. The proposed project would deliver enhanced fibre connectivity across the DIZ based around the geographical locations of public sector assets. A number of operational and project management issues are now being worked through with partners and DCMS to understand how the project might practically be delivered and once this is established a process of assurance will need to be undertaken with DCMS before any practical delivery can begin.

DIZ Board Private Sector Membership

Continuing the aspiration to develop a genuine cross-border, public-private partnership on digital the DIZ Board has now been joined by a senior representative of Volker Wessels from Broxbourne Borough.

Digital Census

The DIZ is continuing discussions with a leading market research company on the development of a digital census that will enable the DIZ to ensure future technology initiatives are focused around the needs of all customers and end-users.

DIZ Matters

At the time of writing a draft version of the July 2019 edition of the DIZ Matters newsletter has been produced. It is hoped that by the time of the Council meeting this will have been published and made available on the DIZ website at www.diz.org.uk/resources

London Stanstead Cambridge Corridor Consortium

Members and officers attended the annual LSCC conference at the British Library in July. The LSCC has asked that EFDC lead a conference on digital connectivity across the London Stansted-Cambridge corridor and this has been agreed. Work continues

Page 62 to establish an effective cross border economic growth partnership in the area between London and Cambridge and put in place resources to enable capacity to be put in place to underpin this work. Members and officers are actively involved in this emerging work programme.

Parking Review

The parking charges for all car parks across Epping Forest District Council were reviewed in 2018/19. In line with the commitment made last year a review will now be undertaken to assess the changes that were introduced.

Street Lighting Review

It is proposed to follow up on the work that has already been undertaken on the different arrangements for street lighting across the district to include the charging and timing.

Page 63 This page is intentionally left blank Agenda Item 10 Report to the Council

Date: 30 July 2019

Subject: Appointments to Committees & Outside Organisations 2019/20

1. CABINET & CABINET COMMITTEES - LEADER APPOINTMENTS 2019/20

Recommending:

(1) That the Council note the appointment of the Customer Services Portfolio Holder to membership of the Finance and Performance Management Cabinet Committee for 2019/20; and

(2) That the Council note the appointment of the Leader of the Council to membership of the Asset Management and Economic Development Cabinet Committee for 2019/20.

Finance and Performance Management Cabinet Committee

1.1 At its meeting on 20 May 2019, the Council appointed the following members of the Cabinet to membership of the Finance and Performance Management Cabinet Committee for 2019/20:

Business Support Services Portfolio Holder (Chairman); Leader of the Council; Housing and Property Services Portfolio Holder; and Planning Services Portfolio Holder.

1.2 Although appointments to Cabinet Committees generally vary between four and five members of the Cabinet, Article 7 (The Executive) of the Constitution requires that membership of the Finance and Performance Management Cabinet Committee comprise no less than five members of the Cabinet.

1.3 The Council is therefore requested to note the appointment of the Customer Services Portfolio Holder by the Leader of Council, an additional member of the Cabinet to membership of the Committee for 2019/20.

Asset Management and Economic Development Cabinet Committee

1.4 At its meeting on 20 May 2019, the Council appointed the following members of the Cabinet to membership of the Asset Management and Economic Development Cabinet Committee for 2019/20:

Commercial and Regulatory Services Portfolio Holder (Chairman); Business Support Services Portfolio Holder; Community and Partnership Services Portfolio Holder; and Contracts and Technical Services Portfolio Holder.

1.5 Although appointments to Cabinet Committees generally vary between four and five members of the Cabinet, Article 7 (The Executive) of the Constitution does not require that membership of the Asset Management and Economic Development Cabinet Committee comprise a specific number of members of the Cabinet. However, the Committee has traditionally comprised five members in the past.

1.6 The Council is therefore requested to note the appointment of the Leader of Council as Page 65 an additional member of the Cabinet to membership of the Committee for 2019/20.

2. REPRESENTATION ON OUTSIDE ORGANISATIONS (COUNCIL APPOINTMENTS)

Recommending:

(1) That the Council appoint a representative to the Epping Forest Citizens Advice Bureau for the remainder of the 2019/20 municipal year;

(2) That the Council appoint a representative to the Grange Farm Managing Trust until 31 May 2023 or until their term of office ends;

(3) That the Council appoint a representative to Loughton Leisure Centre Liaison Group for the remainder of the 2019/20 municipal year;

(4) That the Council appoint a representative to Waltham Abbey Tourist Information Centre (Joint Management Committee) for the remainder of the 2019/20 municipal year; and

(5) That Councillor A. Lion be appointed to membership of the Epping Forest Local Highways Panel.

2.1 At its meeting on 20 May 2019, the Council appointed a number of member representatives to external organisations for the 2019/20 municipal year. However, several appointments remained outstanding at that time and should be completed at this meeting.

2.2 As a result of concerns raised at the meeting on 20 May 2019 about the membership requirements of the Epping Forest Local Highways Panel, the Monitoring Officer has reviewed the terms of reference of the Panel and has confirmed that there is currently no requirement for the Council’s appointments to be politically balanced.

2.3 The receipt of two further nominations for membership of the Panel was reported at the meeting on 20 May 2019, at which it was determined that if political balance was not required to be applied to such appointments, that Councillor A. Lion would be appointed to membership of the panel for 2019/20.

2.4 The appointment of members to external organisations carrying out Council regulatory or non-cabinet functions is a matter reserved to the Council. The Council is therefore requested to make appropriate appointments to external organisations for the remainder of the 2019/20 municipal year.

3. REPRESENTATION ON OUTSIDE ORGANISATIONS (LEADER APPOINTMENTS)

Recommending:

(1) That the Leader appoint a representative as the Council’s deputy representative on the Epping Forest Community Safety Partnership, for the remainder of the 2019/20 municipal year; and

(2) That the Leader appoint a representative as the Council’s representative on the Epping Forest Children’s Partnership for the remainder of the 2019/20 municipal year.

3.1 At its meeting on 20 May 2019, the Council noted the appointments by the Leader of the Council on a number of member representatives to external organisations for the 2019/20 municipal year. However, several appointments remained outstanding at that time. Page 66 3.2 The appointment of members to external organisations carrying out executive functions is a matter reserved to the Leader of the Council. The Council is therefore requested to note the appointments made by the Leader of the Council to external organisations for the remainder of the 2019/20 municipal year.

Page 67 This page is intentionally left blank Agenda Item 11

Report to the Council

Committee: Constitution Working Group (Councillor S. Jones)

Date: 30 July 2019

1. MEMBER GUIDANCE ON GIFTS AND HOSPITALITY

Recommending:

(1) That the revised member guidance with regard to the receipt of gifts and hospitality, set out at Appendix 1 to this report, be agreed; and

(2) That pursuant to Recommendation (1) above, the Monitoring Officer be authorised to make any necessary revisions to the Council’s Constitution to give effect to the adoption of the revised member guidance.

1.1 A thorough review of the Council’s constitution was undertaken during 2016/17. At that time however, the review of a number of elements of the Constitution, including member guidance with regard to the receipt gifts and hospitality were deferred for further consideration and consultation. The most recent version of the guidance was adopted by the Council in 2007.

1.2 During 2018/19, the Internal Audit Unit undertook an assessment of the Council’s existing arrangements for the management of gifts and hospitality for staff and Members. The audit identified that processes relating to the declaration of gifts and hospitality by members were generally operating well, as full details of any such gifts and hospitality were required to be recorded on the individual Register of Interests form for each member and members were reminded through regular training of the requirement to notify the Monitoring Officer of any amendments to their Register of Interests, including the receipt of gifts and hospitality. However, the audit identified that the existing gifts and hospitality guidance for members should be reviewed as soon as possible, to ensure full compliance with the Member Code of Conduct.

1.3 The guidance has therefore been updated to make reference to the Bribery Act 2010 and to ensure that the value of gifts and hospitality reflects that specified by the Register of Interests declaration (currently £50.00). An analysis of guidance issued by a sample of other Councils undertaken as part of the audit, found that the value of gifts and hospitality declared typically ranged from £25.00 to £100.00, with the majority being set at £50.00. The Chief Internal Auditor considers that this suggests that the Council has, at £50.00, set an appropriate level for the declaration of gifts and hospitality.

1.4 The revised guidance document is attached as Appendix 1 to this report for consideration by the Council and also includes processes for the registration of gifts and hospitality declined by members and for the donation of gifts and hospitality to the Chairman’s charity, alongside the consequences of non- compliance with the guidance in terms of the public perception of the acceptance of gifts and hospitality by members acting in the public interest.

1 Page 69 1.5 The revised guidance document has been subject to consultation with the Council’s Monitoring Officer and Chief Internal Auditor, who both support the content of the guidance document. The revised guidance was circulated to all members of the Standards Committee and no adverse comment has been raised as to its content. The guidance has also been agreed by the Corporate Governance Group.

1.6 We recommend as set out at the commencement of this report.

2. MEMBER CHAMPIONS PROTOCOL

Recommending:

That the proposed Member Champions Protocol set out at Appendix 2 to this report, be agreed.

2.1 The Council has on occasion, designated Member ‘Champions’ to act as an advocate or spokesperson for a specific area of its business and activities and to encourage communication and positive action in relation to specific areas of interest.

2.2 At its meeting on 9 May 2019, the Appointments Panel requested that arrangements for the ongoing appointment of Member Champions and the development of an appropriate protocol for the appointment and role of champions, be referred to the Working Group for consideration.

2.3 A draft Member Champions protocol is therefore attached as Appendix 2 to this report. The draft protocol sets out proposed arrangements for the role of Member Champions and is based to a significant extent on a template protocol in use by a number of other local authorities. We suggest that Member Champions should be appointed at the annual Council meeting each year and that consideration of relevant appointments should form part of the recommendations of the Appointments Panel.

2.4 We recommend as set out at the commencement of this report.

3. PAPERLESS WORKING & DIGITAL ROLL-OUT

Recommending:

(1) That the Council note current progress with regard to the move to paperless working in respect of the publication and distribution of the Council’s committee agenda, decisions and minutes etc.;

(2) That, in order to complete the roll-out of mobile devices and appropriate training for all members of the Council, the general cessation of the publication and distribution of agenda, decisions and minutes etc. in hard copy, take effect from 30 August 2019;

(3) That, subject to the receipt of appropriate consent from each member of the Council to the publication and distribution of agenda, decisions and minutes etc. by electronic means, such arrangements commence with effect from 2 September 2019;

(4) That, until the commencement of arrangements for the publication

2 Page 70 and distribution of agenda, decisions and minutes etc. by electronic means where appropriate consent has been received from individual members, such publication and distribution continue to be made concurrently in both hard-copy and electronic forms; and

(5) That pursuant to Recommendations (1) - (4) above, the Monitoring Officer be authorised to make any necessary revisions to the Council’s Constitution to give effect to the publication and distribution of agenda, decisions and minutes etc. by electronic means, with effect from 2 September 2019.

3.1 In light of ongoing financial pressures, the Council has continued to investigate opportunities for smarter ways of working, including a move to ‘paperless’ meetings to deliver savings and to enable members to embrace more efficient working practices.

3.2 Each year the Council publishes around 20,000 pages of agenda, minutes and reports. The cost of providing each paper agenda to all members, based on an average number of meetings and report pages, has previously been estimated at over £5.00. The frequency of meetings and the length of agenda can vary significantly and, with the addition of ad-hoc and extraordinary meetings, sub- committees and working groups etc., it is difficult to project a definitive cost saving that a paperless approach would offer. However, the paperless initiative will deliver savings through the removal of the need to print and process hard- copy agenda papers for messenger or postal distribution and will result in service efficiencies that can be reallocated to other areas.

3.3 The concept of ‘paperless’ committee meetings was encouraged in 2015, by the then Secretary of State for Communities and Local Government. through the introduction of legislation that enabled local authorities to hold entirely paperless meetings and to issue agenda (or summons) for meetings, to an email address specified by each member. The Local Government (Electronic Communications) Order 2015 modified provisions in Schedule 12 to the Local Government Act 1972 for the purpose of enabling and facilitating the use of electronic communications in the sending of meeting summonses to members of the Council. However, we have been advised that the Order provided that members may only receive summonses electronically where they consent to agenda being transmitted by email and that they may at any time withdraw their consent for solely electronic publication.

3.4 In addition to the likely significant cost savings, the benefits of holding paperless meetings include a reduction in the Council’s carbon footprint, improved member access to data and increased data security. Since the introduction of the 2015 Order, all members have therefore been encouraged to consent to the receipt of agenda for meetings by electronic means wherever possible, as part of the incremental adoption of a paperless approach to meetings. As part of this transition, members have been able to choose to receive agenda etc. electronically, or to remain with paper copies (or a combination of both).

3.5 The Council has published its committee agenda, minutes and decisions online for many years using the Modern.Gov committee management system. The Modern.Gov app allows documents to be downloaded to mobile devices and enables members to access other relevant information during meetings, to make more effective use of committee time. The app also has a range of tools

3 Page 71 that members can use to annotate reports etc. as required. The app allows anyone to download publicly available meeting papers, which saves the Council time and money when coordinating meetings and reduces the need to print and distribute significant volumes of hard-copy documentation.

3.6 Through the Modern.Gov app, members are able to access agenda etc. from any location. The app can retain up to five years’ worth of agenda, minutes and decisions which can be accessed and referred to at any time (including during meetings), to improve access to information and can be configured to provide access to any agenda etc. that members wish to receive, not just for those committees etc. that they are a member of. The Modern.Gov app also allows private or restricted (Exempt Information) papers to be pushed securely to members. This also saves the Council time and money, but has the added benefit of ensuring that only those who have a business need to access restricted content, can view such documents. This ‘restricted’ version of the app allows members to access exempt or non-public agenda and reports on their device through the Council’s internal network. The security settings within the Modern.Gov app allow for all common types of information to be published securely, safeguarding sensitive documents and applying the exemption criteria relevant to Access to Information legislation where necessary.

3.7 Regular training in the use of the Modern.Gov app has been provided for members as part of the Member Development Programme since 2016. Following the introduction of the power to hold paperless meetings, a ‘dual running’ arrangement has been in place for most members, whereby they have received paper copies of agenda packs for meetings alongside an electronic copy. We believe that this arrangement has helped to build member confidence in paperless arrangements and the use of the Modern.Gov app.

3.8 We recognise that the introduction of paperless working will increase the effectiveness of members by enabling information to be accessed more quickly, alongside the generation of ongoing cost savings. The Customer Services Portfolio Holders for 2018/19 and 2019/20 have therefore been keen to accelerate the roll-out of paperless working arrangements, through the issue of suitable mobile devices to all members of the Council during the early part of the current municipal year. Such aspiration has been supported by the recent launch of an enhanced version of the Modern.Gov app, which has brought additional functionality to the concept of paperless working.

3.9 A project was therefore initiated early in 2019, to provide members with appropriate mobile devices (Apple iPad Pro), pre-configured with the new version of the Modern.Gov app, to assist them in undertaking their official duties. Alongside this roll-out of mobile devices, the Council also adopted a standardised approach to the issue of ‘@eppingforestdc.gov.uk’ domain email accounts for all members, to address concerns around the security of personal data which had been identified as part of an Internal Audit assessment undertaken during 2018. The mobile devices issued to members have also been pre-configured with the new email addresses.

3.10 We consider that a move to paperless meetings will result in the upskilling of members’ IT skills. Going paperless provides an incentive to embrace new technologies and, at a time when most councils are adopting a ‘digital first’ approach for their communities, it will be beneficial for members to have an understanding of how technology can transform service delivery.

4 Page 72 3.11 At the time of our recent meeting, nearly all members had been supplied with a mobile device for the use of the Modern.Gov app and the management of official email. Alongside the completion of the roll-out, the Customer Services Portfolio Holder, in liaison with the Leader of the Council and the Service Director (Customer Services), has advised the Working Group that the phasing- out of the hard-copy publication and distribution of agenda, should commence as soon as possible.

3.12 The roll-out of the mobile devices commenced in May 2019 to all members that formally gave consent to the receipt of published agenda, minutes and decisions by email, in accordance with the provisions of the 2015 Order. However, a small number of members have declined the offer of a mobile device and at least one member that originally accepted a device, has since indicated a wish to withdraw consent for the electronic receipt of agenda etc. Although some members initially experienced issues with the functionality of the mobile devices and the Modern.Gov app, these have been addressed by the Service Director (ICT and Business Support) and the Democratic Services Manager.

3.13 The Customer Services Portfolio Holder has advised us that he has recognised that the introduction of paperless working will mean a fundamental change to the way in which members access information and acknowledges that training and support will need to be provided to all members to assist with the transition to the new way of working. As some Members will adapt more quickly than others to a transition to paperless meetings, the level of support provided will be critical. Technical support for the mobile devices issued to members is currently being provided at committee meetings by the Service Director (ICT and Business Support). In addition, support for members in the use of the Modern.Gov app will continue to be provided by the Democratic Services Manager. We understand that infrastructure facilities in the Council Chamber have already been enhanced to provide power supplies to each seating position.

3.14 The Customer Services Portfolio Holder has considered a number of representations that have been made by members with regard to the paperless working initiative. In order that such matters can be fully addressed, the Portfolio Holder has agreed that the cessation of the publication and distribution of agenda etc. in hard copy, be delayed until September 2019. We have been advised that some hard-copy publication of agenda etc. will continue after this time, to address requirements for agenda to be available for public inspection at the Civic Offices and to enable copies of reports to be available to public attendees at meetings.

3.15 In the meantime, the full publication of all committee agenda and minutes etc. in hard-copy will continue concurrently with the existing arrangements for electronic publication, alongside the completion of the roll-out of mobile devices and the provision of appropriate member training. The Portfolio Holder intends that, subject to the receipt of appropriate consent from members of the Council, the publication and distribution of committee agenda and minutes etc. by electronic means and the Council-wide transition to paperless working, will now commence with effect from 2 September 2019.

3.16 The proposed delay in the move to full paperless working arrangements will not affect the issue of Epping Forest District Council domain email accounts for all members, which will continue over the coming months. We understand that,

5 Page 73 although the new email accounts are not generally yet in full operational use, these email addresses are being used for the issue of relevant alerts and hyperlinks for the publication of committee agenda, minutes and decisions. The Customer Services Portfolio Holder has also advised us that he is currently investigating opportunities for the Council’s domain email accounts to be accessed on other mobile devices, to increase the flexibility of the paperless arrangements.

3.17 We recommend as set out at the commencement of this report.

6 Page 74 GIFTS AND HOSPITALITY

GUIDANCE FOR COUNCILLORS

1. INTRODUCTION

1.1 Your role as a member of the Council means that you are brought into contact, as part of your work, with many people for many different reasons. From time to time you may encounter situations where individuals, or firms, companies and other public bodies will offer gifts or hospitality. The reasons for this will vary but such offers will usually be made as goodwill gestures, or for celebration or appreciation, or for helping networking or working together. Some Members who hold particular positions within the Council or who have to liaise with other public and private sector partners, may find themselves receiving offers of gifts and hospitality quite frequently.

1.2 The Council has adopted this guidance to regulate the acceptance of gifts and hospitality. This is because the acceptance of benefits such as gifts can affect the perception of whether Councillors and the Council are acting in the public interest. Councillors are in a position of significant influence over issues that affect people’s lives and must always act in the best interests of the people of the Epping Forest District and not act in any way which undermines public trust in what they are doing.

1.3 Whilst most offers of gifts and hospitality are well meant and innocent, there have been, nationally, instances in the past of gifts and hospitality being offered to and accepted by Councillors for corrupt purposes to secure improper advantage. Whilst this is exceptional and rarely occurs, it is very damaging to public confidence in local government, damaging to the reputation of the authority and unlawful. Even in situations where there are no improper motives, the acceptance of gifts and hospitality can have a negative effect in terms of public perception.

1.4 This means that as a member of the Council you need to be very clear about the rules that apply to gifts and hospitality and you always need to bear in mind how the public might view your accepting them. Any offers should be treated with great care. You have a prime duty to ensure that there is no conflict of interest in the performance of your duties and this guidance aims to help you deal with situations where you are faced with offers of gifts and hospitality.

1.5 The acceptance of gifts and hospitality by Councillors is not merely an administrative issue. It reflects directly upon the perception of Councillors and of the authority as acting in the public interest or as acting for the personal advantage of friends and for what personal benefit Councillors can get out of their position.

1.6 The Council’s Code of Conduct is underpinned by the Nolan principles of public life, some of which are particularly relevant to the receipt and declaration of gifts and hospitality:

 Integrity - Members should not place themselves under any financial or other obligation to outside individuals or organisations that might seek to influence them in the performance of their official duties  Objectivity - in carrying out public business, including making public appointments, awarding contracts, or recommending individuals for rewards and benefits; choices should be made on merit;  Openness - Members should be as open as possible about all the decisions and actions that they take; and

ST Revised (March 2019) Page 75  Honesty - Members should declare any private interests relating to their public duties and take any steps to resolve any conflicts arising in a way that protects the public interest.

1.7 This guidance for Councillors on the receipt of gifts and hospitality sets out:

(a) the principles which should be applied whenever a Councillor has to decide whether it would be proper to accept any gift or hospitality; (b) a procedure for obtaining consent to accept a gift or hospitality when a Councillor considers that it would be proper to accept it; (c) a procedure for declaring any gift or hospitality received and for accounting for any gift to the Authority; and (d) circumstances where acceptance of gifts and hospitality is appropriate.

1.8 This guidance does not apply to the acceptance of any facilities or hospitality, which may be provided to a Councillor by Epping Forest District Council. The guidance is intended to assist members to comply with their obligations and also to help them to avoid any situation where their integrity or objectivity might be called into question as a result of gifts and hospitality issues.

1.9 If you are unsure on the interpretation of any aspect of this guidance, you should seek advice from the Monitoring Officer.

2. GIFTS AND HOSPITALITY

(a) Gifts

2.1 A gift could be any item or service you receive free of charge, or which you are offered at a discounted rate or on terms not available to the general public. The general principle is that gifts should be refused.

2.2 However, when deciding whether or not to accept an offer of a gift, the context is very important. An offer of a gift from a company seeking to do business with the Council is unlikely ever to be acceptable and cash or monetary gifts should always be refused and the Monitoring Officer should be notified. Examples of gifts that, depending on the specific circumstances, it would be appropriate to accept, are set out later in Section 4(a) of this guidance.

2.3 If you receive any unsolicited gifts where it is not appropriate to accept them, but it would be impracticable to return them, or where refusal in the circumstances would cause offence, you must as soon as practicable after receipt of the gift, pass it to the Monitoring Officer together with a written statement explaining where it came from and the circumstances. The Monitoring Officer will record the details of the offer of the gift and will write to the person or organisation thanking them for the gift and informing them that it has been donated to the Chairman of Council’s Charity or a charitable organisation nominated by the Chairman.

(b) Hospitality

2.4 Hospitality is the offer of food, drink, accommodation or entertainment or the opportunity to attend any cultural or sporting event on terms not available to the general public. Common hospitality includes meals, refreshments, and tickets for cultural or sporting events. The general principle is that hospitality should ordinarily be refused other than on a modest scale. Examples of hospitality that, depending on the specific circumstances, it might be appropriate to accept, are set out later in this guidance.

ST Revised (March 2019) Page 76 2.5 Offers of complimentary or reduced-price tickets for concerts, the theatre, or sporting events should be treated with caution and accepted only when these are part of the life of the community or where the Council should be seen to be represented. It is important to ensure that there is a proper reason for acceptance of hospitality and it is particularly important to consider how the public, when viewing your Register of Interests might perceive your acceptance of this type of hospitality. The advice of the Monitoring Officer should always be sought before hospitality of this type is accepted. The following are examples of hospitality which it would not be appropriate to accept:

(a) a holiday or business trip paid for by a business contact of the Council; (b) the use of a flat/hotel suite provided by a business contact of the Council; (c) paid for corporate invites for evenings out or similar, with representatives from a company or organisation who have dealings with the Council, or who are likely to in the future.

3. GENERAL GUIDANCE ON THE ACCEPTANCE OF GIFTS AND HOSPITALITY

3.1 You are only required to register and declare gifts and hospitality that you have received in your official capacity as a Member of the Council. The following are examples of when you are acting in such official capacity:

(a) when you conduct the Council’s business; (b) when you conduct the business of the office of Councillor; (c) when you act as a formal representative of the Council on another body.

3.2 In considering any offer of gifts and hospitality, you should always ask yourself, would I have been offered this if I was not a Councillor? If you are in any doubt, it is recommended that you register the offer of gifts and hospitality or speak to the Monitoring Officer. You do not need to register gifts and hospitality which are not related to your role as a Councillor, such as Christmas gifts from your friends and family. However, you should always register a gift or hospitality if it could be perceived as something given to you (or a member of your family) because of your position.

3.3 The registration of gifts or hospitality does not automatically mean that it is appropriate or advisable to accept the gift or hospitality in the first place. The need to consider whether it is appropriate to accept a gift or hospitality always applies, whatever the value of the gift or hospitality.

3.4 You should always treat with extreme caution any offer of a gift, favour or hospitality that is made to you personally in your capacity as a Member of the Council. The person or organisation making the offer may be doing business or seeking to do business with the Council, might be applying to the authority for planning permission or could be involved in some other kind of decision. The appearance of impropriety can be just as damaging to the Council and to you as a Councillor, as actual impropriety. Therefore, a helpful question in deciding whether any gift or hospitality should be accepted, is whether a member of the public knowing the facts, would think that you might be improperly influenced by the gift or hospitality.

3.5 Regardless of whether a gift or hospitality is above or below the value threshold set by the Council, you must first consider whether it is appropriate for you to accept it at all. After you have considered whether it is appropriate for you to accept it, you then need to consider the requirements and guidance in relation to the registration of the gift or hospitality.

ST Revised (March 2019) Page 77 3.6 In deciding whether it is proper to accept any gift or hospitality, Councillors should apply the following principles. Even if the gift or hospitality comes within one of the general consents set out below, such an offer should not be accepted if to do so would be in breach of one or more of these principles:

(a) Principle 1 - Never accept a gift or hospitality as an inducement or reward for anything you do as a Councillor

3.7 Councillors must act in the public interest and must not be swayed in the discharge of their duties by the offer, prospect of an offer, or the non-offer of any inducement or reward for discharging those duties in a particular manner.

3.8 The Bribery Act 2010 creates offences of bribing another person and of being bribed. In summary, the offences consist of promising, offering or giving, or, requesting, agreeing to receive or accepting an advantage (financial or otherwise) in circumstances involving the improper performance of a relevant function or activity. A relevant function for the Council’s purposes is any function of a public nature, where there is an expectation that the function/activity is carried out in good faith, or an expectation that the function/activity is performed impartially, or where the person performing it is in a position of trust by virtue of performing it. Individuals can be fined or imprisoned, or both, for offences under the Bribery Act 2010.

3.9 The Council’s Code of Conduct for Members provides that Councillors must act in the public interest, serving the authority and the whole community, rather than acting in the interests of any particular individual or section of the community, and that it is a breach of the Code improperly to confer any advantage or disadvantage on any person.

(b) Principle 2 - Hospitality should only be accepted if there is a commensurate benefit to the Authority

3.10 The only proper reason for accepting any hospitality is that there is a commensurate benefit for the Council, which would not have been otherwise available. Acceptance can confer an advantage on the authority, such as an opportunity to progress the business of the authority expeditiously through a working lunch, or to canvass the interests of the authority and its area at a meeting. However, acceptance of hospitality for a member’s own benefit or advantage, rather than for the benefit to the Council, would be a breach of the Code of Conduct.

(c) Principle 3 – You should only accept gifts in very limited circumstances

3.11 Acceptance of a gift is much less likely to confer such an advantage to the Council, the presumption being that the gift is purely for the member’s personal benefit. Acceptance by a Councillor of a gift for their own benefit or advantage, rather than for the benefit to the Authority, would be a breach of the Code of Conduct.

3.12 The only gifts which may be accepted, are listed in Section 4(a) below.

(d) Principle 4 - Never accept a gift or hospitality if acceptance might be open to misinterpretation

3.13 Members must therefore consider whether the acceptance of the gift or hospitality is capable of being interpreted as a sign that they or the Council favours any particular person, company or section of the community or is placing them under any improper obligation to any person or organisation. The gift or hospitality must be refused unless appropriate steps can be taken to ensure that such a misunderstanding does not arise.

ST Revised (March 2019) Page 78 3.14 Members must be careful in any of the following circumstances:

(a) where the Council is going through a competitive procurement process, so as to avoid any indication of favour for a particular tenderer; (b) the determination of planning applications or planning policy, in respect of any person or organisation which stands to gain or lose from the determination; and (c) funding decisions including cases where the authority is determining a grant application.

(e) Principle 5 - Never accept a gift or hospitality which puts you under an improper obligation

3.15 It is recognised that some commercial organisations and private individuals see the provision of gifts and hospitality as a means of buying influence. If a gift or hospitality is accepted improperly, it is possible that they may seek to use this fact to persuade to determine an issue in their favour. Equally, if others note that a Councillor has been prepared to accept a gift or hospitality improperly, they may feel that they will no longer be able to secure impartial consideration from the authority.

(f) Principle 6 - Never solicit a gift or hospitality

3.16 Councillors must never solicit or invite an offer of a gift or hospitality in connection with their position as a Councillor unless the acceptance of that gift or hospitality would be permitted under this Guidance. They should also take care to avoid giving any indication that they might be open to such any improper offer.

4. GENERAL CONSENT TO ACCEPT GIFTS AND HOSPITALITY

(a) Cases where there is a general consent to accept

4.1 Members may accept gifts and hospitality in the following circumstances:

(i) civic hospitality provided by another public authority; (ii) modest refreshments in connection with any meeting, such as tea, coffee, soft drinks and biscuits; (iii) tickets for sporting, cultural and entertainment events which are sponsored by the authority; (iv) small gifts of low intrinsic value below £50.00, branded with the name of the company or organisation making the gift, such as pens, pencils, mouse pads, calendars and diaries. (Note: a Councillor should take care not to display any such branded items when this might be taken as an indication of favour to a particular supplier or contractor, for example in the course of a procurement exercise); (v) a modest alcoholic or soft drink on the occasion of an accidental social meeting, such as a pint of beer from an employee of a contractor or party with whom a Councillor has done business on behalf of the Authority who is met accidentally in a public house, cafe or bar. (Note: a Councillor should make reasonable efforts to return the offer where this is practicable); (vi) a modest working lunch not exceeding £15.00 a head in the course of a meeting in the offices with any organisation or individual with whom the authority has an existing business connection in order to facilitate the conduct of business. (Note: Councillors should not make such arrangements themselves, but request officers to settle the detailed arrangements, and officers are under instruction, when arranging any such meeting, to make it clear to the other party that such a lunch must not exceed a value of £15.00 per person);

ST Revised (March 2019) Page 79 (vii) modest souvenir gifts with a value below £50.00 from another Council or similar public body during a visit; (viii) hospitality received in the course of an external visit or meeting which has been duly authorised by the authority. (Note: Councillors should request officers to settle the detailed arrangements, with officers under an instruction to make it clear that any such hospitality is to be commensurate with the occasion; and (ix) other unsolicited gifts, where it is impracticable to return them to the person or organisation making the gift, provided that the Councillor deals with the gift strictly in accordance with the procedure set out in (b) below.

(b) Cases where special consent to accept can be obtained

4.2 If a member wishes to accept any gift or hospitality, which is in accordance with the General Principles set out in Section 3 of this guidance, but is not within any of the general consents set out at paragraph 4.1 above, they may only do so if they have previously obtained specific consent in accordance with the following procedure.

4.3 The Councillor must make an application in writing to the Monitoring Officer, setting out full details of the offer and must not accept the gift or hospitality until they have received the appropriate consent.

4.4 The Monitoring Officer will enter details of any approval in a register which will be available for public inspection on the occasion of the public inspection of the authority’s accounts for the relevant year. This does not however relieve the Councillor of the obligation to register the receipt of gifts and hospitality in accordance with Section 5 of this guidance.

4.5 You must always consider whether it is appropriate to accept a gift or hospitality, regardless of the value. While gifts and hospitality with an estimated value of above £50.00 must be registered, you may wish to declare the receipt of gifts and hospitality where the value is under this amount. While it may be appropriate to accept a token gift or gift of low value on one occasion, it is recommended that you should refuse repeated gifts from the same source, even if these are individually not of a significant value.

What if I do not know the value of a gift or hospitality?

4.6 The general rule is, if in doubt as to the value of a gift or hospitality, you should register it, as a matter of good practice and in accordance with the principles of openness and accountability in public life. You may have to estimate how much a gift or hospitality is worth, by considering how much you reasonably think it would cost a member of the public to buy the gift or provide the hospitality in question.

What do I need to do if I have declined a gift or hospitality?

4.7 It is recommended that you should register any offer of a gift or hospitality which you have declined, as this helps to protect both your position and that of the Council.

5. REGISTRATION OF GIFTS AND HOSPITALITY

5.1 The receipt of any gift or hospitality with an estimated value of £50.00 or more that you have received in connection with your official duties as a Member must be registered in writing with the Monitoring Officer within 28 days.

5.2 Any such registration must be notified to the Monitoring Officer as an amendment to your Register of Interests declaration. It is best to get in the habit of registering your

ST Revised (March 2019) Page 80 personal interests, including the receipt of gifts and hospitality, as soon as possible. Only gifts and hospitality in connection with official duties of councillors should be registered.

5.3 The appropriate Register of Interests declaration form can be obtained from the Democratic Services Manager, who administers the Register of Interests on behalf of the Monitoring Officer. The information contained within your form will be published on the Council’s website as part of your Register of Interests, which is open to public inspection.

5.4 If you are dealing with any Council business, (for example, you are part of a Council meeting and you have a personal interest in that business, because it relates to or is likely to affect the interests of any person from whom you have received a gift or hospitality with an estimated value of at least £50.00 and you have not already declared that gift/hospitality to the Monitoring Officer on your Register of Interests, you must do so within 28 days. You should also declare your interest to the meeting.

5.5 Any gift or hospitality that is registered in accordance with the above requirements will automatically constitute a personal interest in any matter considered by the Council, which is likely to affect the person who gave the gift or hospitality. The personal interest must be declared at all meetings and consideration given to whether the interest is a prejudicial one. After a period of two years from the date of receipt of the gift or hospitality, the duty to disclose ceases.

5.6 If the value of the gift or hospitality is less than £50.00, but you are concerned that its acceptance might be misinterpreted, particularly where it has been offered a contractor or tenderer, you may make a voluntary declaration in the same manner to ensure that there is nothing secret or underhand about the gift or hospitality.

6. GIFTS TO THE COUNCIL RATHER THAN A COUNCILLOR

6.1 Councillors should not solicit any gift on behalf of the authority except where it has formally identified the opportunity for participation by an external party, for example in relation to sponsorship of public musical and theatrical performances and developers’ contributions under Section 106 Agreements.

6.2 If Councillors receive such offers on behalf of the authority, they must first consider whether it is appropriate for it to accept and report the offer to the Monitoring Officer together with their recommendation. The Monitoring Officer will then write to the person or organisation making the offer, to record the acceptance or non-acceptance of the gift, record the gift for audit purposes and ensure that the gift is properly applied for the benefit of the authority. If a Councillor has any concerns about the motives of the person or organisation making the offer, or whether it would be proper for the authority to accept the gift, they should consult the Monitoring Officer directly.

7. MONITORING OFFICER

7.1 The Monitoring Officer can be contacted at:

[email protected]

ST Revised (March 2019) Page 81 This page is intentionally left blank MEMBER CHAMPIONS PROTOCOL

1. INTRODUCTION

Member Champions are members of the Council that act as an advocate or spokesperson for a specific area of the Council’s business and activities. The main responsibility of a Member Champion is to encourage communication and positive action over the issue they represent.

Member Champions have evolved as a result of:

 legislation and national initiatives in relation to the development of services, and  initiatives undertaken by the Council in wishing to focus member activity on certain aspects of the Council’s business and functions.

2. APPOINTMENT OF MEMBER CHAMPIONS

Member Champions are appointed by the Council, except where the ‘champion’ role is identified as part of an Executive function. Each political group will be made aware of proposals to appoint Member Champions and given the opportunity to submit nominations.

Member Champions will be appointed at the annual Council meeting each year. Champions will remain in position (assuming they remain an elected Councillor) until a new appointment is made.

Although there is no legal requirement to apply the political balance rules to the appointments, there will be an expectation that the roles will normally be shared proportionately to reflect the political balance of the Council. However, any appointment should have due regard to the suitability for the role and relevant national and local guidance.

A Member Champion may be removed from office at any time by resolution of the Council (in the case a Council function), or by the Leader (in the case of an executive function). A Member Champion may resign from office by giving written notice to the Chief Executive.

3. ROLE OF MEMBER CHAMPIONS

The role of a Member Champion is to:

 promote their area of interest both within and outside the Council;  contribute to the review and development of policies pertaining to the area of interest;  challenge and question the Council, the Leader and Cabinet Members on issues affecting their area of responsibility;  attend meetings of the Council, its Committees and the Cabinet and speak on issues (when permitted by the Chairman) relevant to their area of responsibility;  act as a catalyst for change and improvement in service delivery;  monitor the Cabinet Forward Plan and seek information from the Leader, Cabinet Members and officers about forthcoming business and exert influence on behalf of the interest;  monitor overview and scrutiny work programmes, work plans and activity and seek

S. Tautz (June 2019)

Page 83 information and offer views on relevant review subjects and exert influence on behalf of the interest;  keep other Councillors up-to-date with activities relevant to the area of interest;  network with member champions from other local authorities with the same interest to keep up-to-date with current developments;  provide positive support, and on occasions, constructive challenge to officers in driving forward the Council’s agenda on relevant issues; and  act as the Council’s representative on relevant external bodies where appointed to by the Council.

4. THE PARAMETERS OF THE MEMBER CHAMPION ROLE

All Member Champions must act reasonably in their role and recognise and work effectively within the political management and working arrangements adopted by the Council.

A Member Champion cannot make decisions (unless they otherwise have executive responsibilities) and must not commit the Council in any way or in a manner that could be interpreted as being contrary to established policy and practice. They may, however, confirm a position as stated in a published policy.

Member Champions will be consulted on any press release relevant to their particular area of interest. A Member Champion may however only be a recognised media contact with the prior approval of the Leader. In all other circumstances, the Champion must make it clear when communicating with the media that he/she is speaking on behalf of a political group (if affiliated to a group) or in a personal capacity and not as the Council’s Champion.

5. LEADER AND CABINET - WORKING RELATIONSHIP

The Leader and members of the Cabinet will normally:

 acknowledge the right of Member Champions to be consulted on matters relating to their area of interest;  take full account of any views offered by Member Champions prior to any decision taken on matters within their area of interest;  co-operate with Member Champions in the formulation of action plans agreed with the relevant Service Director; and  consider nominating the relevant Member Champion to represent the Council at a relevant conference/seminar on the subject matter of the champion’s interest.

6. OVERVIEW AND SCRUTINY - WORKING RELATIONSHIP

Overview and Scrutiny will normally:

 acknowledge the right of Member Champions to be consulted and to participate in discussions on matters relating to their interest;  ensure there is appropriate engagement or consultation with Member Champions in the formulation of policy;  ensure Member Champions are specifically invited to be contributors to any reviews that have a direct bearing on their interest; and  ensure an opportunity is provided for Member Champions to contribute or to comment on relevant work programmes.

S. Tautz (June 2019)

Page 84 7. OFFICER SUPPORT TO MEMBER CHAMPIONS

Member Champions play an important role in promoting their area of interest on behalf of the Council. In recognition of the importance of the respective roles of Member Champions, officer support will be provided at a senior level.

Each Member Champion will be advised by an appropriate Service Director, who will meet with the relevant Member Champion on a regular basis to discuss action plans, current activities, national developments or any other matters relating to the interest being championed.

The relevant Service Director will give reasonable support to the Member Champion, including the provision of Council information, government communications and national publications within their remit.

8. ACCOUNTABILITY

At the beginning of each municipal year, each Member Champion shall agree a programme of activity, taking into account the Council’s priorities, with the relevant Portfolio Holder and Service Director.

Each Member Champion will, with the assistance of the relevant Service Director, prepare an annual report for submission to Council (in the case of a Council function) and the Cabinet (in the case of an executive function) setting out the actions taken during the course of the year. The main measure of performance will be through the annual report.

9. TRAINING

All Member Champions will be able to attend appropriate training courses contained in the Council’s Member Training Programme.

The attendance of Member Champions at conferences and seminars relevant to their roles will be in accordance with requirements of the Council’s Members’ Allowances Scheme.

10. ALLOWANCES

Member Champions will not be entitled to receive a Special Responsibility Allowance for carrying out their role.

11. REVIEW OF PROTOCOL

This protocol will be reviewed as required by the Constitution Working Group.

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Page 85 This page is intentionally left blank Agenda Item 12

Report to the Council

Committee: Stronger Council Select Committee (Councillor P. Bolton)

Date: 30 July 2019

1. REVIEW OF POLLING DISTRICTS, POLLING PLACES AND POLLING STATIONS

Recommending:

(1) That, following review, the proposals for Polling Districts, Polling Places and Polling Stations in the Epping Forest District as set out in Appendices 1-3 to this report, be approved;

(2) That, subject to recommendation (1) above, the proposals be published and copies be made available for inspection by the public at the Civic Offices, in at least one place in each Parliamentary Constituency covering the Epping Forest District and on the Council’s website;

(3) That the intention of the Electoral Registration Officer to reflect any alterations required as a result of the review in the revised Electoral Register to be published on 1 December 2019, be noted; and

(4) That, when determining the location of Polling Stations for future elections, the (Acting) Returning Officer take account of the any comments made about specific Polling Stations arising from the review.

1. The Electoral Registration and Administration Act 2013 introduced a change to the timing of compulsory reviews of parliamentary polling districts and polling places. In accordance with the provisions of that Act, a compulsory review must be started and completed within the period of 16 months that starts on 1 October of every fifth year after 1 October 2013. The current review of the parliamentary polling districts and polling places within the Epping Forest District commenced on 18 February 2019 and is required to be completed by 31 January 2020.

2. Whilst the findings of the review would normally be considered by the Select Committee and be subject of appropriate recommendations to be made to the Overview and Scrutiny Committee, members are reminded that the Overview and Scrutiny Committee agreed at its meeting on 18 December 2018 that such recommendations be made directly to the Council by the former Governance Select Committee. This approach was taken to the current review in order to ensure that it was completed in a timely manner, as the Returning Officer had determined that the review should be undertaken in the period following the local elections in May 2019 and prior to the commencement of the canvass for the next Register of Electors in August 2019. Although the Council has recently adopted a revised select committee framework, the Stronger Council Select Committee has assumed many of the overview and scrutiny responsibilities of the former Governance Select Committee.

1 Page 87 3. The Stronger Council Select Committee considered matters arising from the review at its meeting on 9 July 2019.

Roles and Responsibilities

4. The statutory responsibility for reviewing parliamentary polling districts and polling places rests with the Council for so much of any constituency as is situated within its area. It is therefore necessary for the Council to consider polling districts and polling places in the Epping Forest Parliamentary Constituency and those parts of the Brentwood and Ongar and Harlow Parliamentary Constituencies which are situated within the Epping Forest District.

5. Where the Council makes any alterations to the polling districts within its area, the Electoral Registration Officer must amend the register of electors accordingly. The (Acting) Returning Officer for each relevant constituency must comment during any review on both existing polling stations and the polling stations that would likely be used if any new proposal for polling places were accepted.

Definition of Terms

6. A polling district is a geographical area created by the sub-division of a Parliamentary Constituency for the purposes of a parliamentary election. Each parish should be a separate polling district, unless there are special circumstances, for example, the parish has only a small number of electors and it is not practicable for the parish to be its own polling district.

7. A polling place is the building or area in which polling stations will be selected by the (Acting) Returning Officer. A polling place within a polling district must be designated so that polling stations are within easy reach of all electors from places across the polling district. It has been the practice of the Council to designate the entire polling district as the polling place although the Electoral Commission is of the view that polling places should be defined more specifically, for example, by designating a particular building or area and its environs. As the Council’s approach has not been an issue in the past it is proposed that it be continued and this is reflected in the proposals.

8. A polling station is the room or area within the polling place where voting takes place. Unlike polling districts and polling places which are fixed by the local authority, polling stations are chosen by the relevant Returning Officer for the election.

Scope of Compulsory Reviews

9. Polling districts and polling places for other elections are not automatically part of the compulsory review. However, as polling districts and polling places for other elections are based on parliamentary polling arrangements, the requirements of any other elections that are held within the district should be taken into account as part of the review. This means that although it is the (Acting) Returning Officer who is the primary Returning Officer for the purposes of the review and has a statutory role to participate in it, all Returning Officers within the constituency (if they are not also the (Acting) Electoral Registration Officer) should be involved in the review process.

2 Page 88 Accessibility

10. As part of a review, the Council must seek to ensure (a) that all electors in a constituency in the district have such reasonable facilities for voting as are practicable in the circumstances and (b) that so far as is reasonable and practicable every polling place and polling station is accessible to electors who are disabled.

Review Process

11. Notice of a review together with details of the existing polling districts, polling places and polling stations was given on 18 February 2019. Copies were made available at the Civic Offices and at the libraries at Buckhurst Hill, Loughton, Ongar and Waltham Abbey. Details were also published on the Council’s website. District Councillors were consulted via the Council Bulletin. Details were sent to the three local Members of Parliament, Eastern Region members of the European Parliament, Parish and Town Councils, local County Councillors, local political party agents, the Returning Officer s for the three Parliamentary Constituencies covering the District and those with specific experience of assessing access to persons with different disabilities. A press release was issued and social media was used to publicise the review.

12. The consultation ran from 18 February 2019 until 1 April 2019. The consultation stage of the review provided for representations and comments to be made on the existing and proposed arrangements for polling districts and polling places. There were two aspects of this stage: (a) submissions from the (Acting) Electoral Registration Officers of the UK Parliamentary constituencies which on receipt have to be published by the Council so that others can take account of those views; and (b) submissions from electors and other interested persons and bodies.

13. In accordance with the requirements of the polling districts, polling places and polling stations review, the representations of the (Acting) Electoral Registration Officers for the Epping Forest and Harlow Constituencies were published on the Council’s website. No representations were received from the public in respect of the (Acting) Returning Officers representations and no representations were made by the (Acting) Returning Officer for the Brentwood and Ongar Constituency.

Results of the Consultation Exercise

14. A number of responses with regard to specific polling station arrangements were made at the consultation stage of the review. These are set out in the following paragraphs of this report, together with the views of the Returning Officer that we received at our meeting

(a) Allnutts Institute, Allnutts Road, Epping

15. The (Acting) Returning Officer for the Epping Forest Constituency confirmed that he was satisfied with the existing provision of polling places within the constituency, although it was identified that the Allnutts Institute was no longer available as a polling station and had been recently replaced by the nearby Scout Hut in Flux’s Lane. The (Acting) Returning Officer advised that, whilst the Scout Hut premises had been inspected and evaluated as being suitable for a polling station, until it had been practically utilised, its suitability going forward

3 Page 89 could not be completely assured, although its use a polling station had been well received by electors within the Epping Hemnall Ward.

16. Councillors J. H. Whitehouse and J. M. Whitehouse identified that Coopersale Street hamlet was split in terms of polling district with property numbers 2-38 in the Allnutts polling district and property numbers 1-9 in the Coopersale polling district. The Councillors suggested that all the dwellings in this part of Coopersale Street should be included within the AL (Coopersale) polling district.

17. We have been advised by the Returning Officer that the situation in Coopersale Street has been the case for many years and has not led to any negative comments being made by electors. However, it would be sensible for all electors in Coopersale Street to be in the same polling district and we therefore consider that house numbers 2-38 Coopersale Street should be transferred to polling district AL (Coopersale) with the result that the polling station for all electors in the road will become the Coopersale Social Institute. This arrangement will ensure that the previously ‘split’ situation for Coopersale Street is combined within the revised Electoral Register to be published on 1 December 2019, so that all electors are able to vote at the same polling station.

18. Epping Town Council suggested that the Allnutts Institute was unsafe for use and that, as the polling station would transfer to the Scout Hut in Flux’s Lane, electors should be properly redirected. We understand that these issues have already been addressed by the Electoral Registration Officer. The Town Council also suggested that the Scout Hut had deterioration issues, although we were reminded that the building had been inspected and evaluated as being suitable for the purposes of a polling station.

(b) Railway Arms Hotel, Lower Sheering

19. The (Acting) Returning Officer for the Harlow Constituency confirmed that in terms of the areas within Epping Forest District that fell within the Harlow Constituency, he was broadly happy with the existing provision of polling places within the constituency boundary.

20. However, the (Acting) Returning Officer observed that with the redevelopment of the Railway Arms in Lower Sheering, residents had a distance to travel to vote at Sheering Village Hall. The (Acting) Returning Officer advised that he understood that options locally for premises were difficult and that to date, there had been no alternative solution presented.

21. The Returning Officer has advised the Select Committee that the Railway Arms Public House in Lower Sheering has been redeveloped and is no longer available for use as a polling station. Although it is accepted that some electors have a distance to travel to vote at Sheering Village Hall, there has to date been no solution presented for the identification of an alternative venue for use as a polling station. We understand that the Returning Officer will consider any proposals for an alternative polling station venue that members may wish to submit.

(c) St. Giles Church Hall, Nazeing

22. The (Acting) Returning Officer for the Harlow Constituency also identified that a similar situation of travel distance had occurred in the Riverside Parish Ward of

4 Page 90 Nazeing during a period of renovation work to the traditional polling station at St. Giles Church Hall and that, whilst St. Giles Church Hall was a suitable venue, the alternative location used in 2018 (Nazeing Methodist Church) should be considered as the default polling station.

23. We have been advised by the Returning Officer that the polling station at St. Giles Church Hall in Nazeing has been used as a polling station for many years. We understand that, although Nazeing Methodist Church is suitable for use as a polling station, this was only intended to be utilised on a temporary basis during a period of renovation work to St. Giles Church Hall.

(d) Whitebridge Junior School, Roding Road, Loughton

24. Councillor S. Murray submitted comments in respect of the Loughton Roding Ward (Polling Districts AZ (Whitebridge), BA (St. Michael’s) and AY (Barncroft)) and indicated that no changes were required for Polling Districts BA and AY in terms of polling places or polling districts.

25. With regard to polling district AZ (Whitebridge), Councillor Murray has drawn attention to the fact that the polling district has traditionally voted at Whitebridge Junior School. Whilst understanding why the School was not used as a polling station in 2017 as a result of ongoing building work, Councillor Murray was disappointed that it was not used again in 2018 (although the building work had been completed). Councillor Murray strongly feels that from now on for all future elections the polling district must return to Whitebridge School as this is by far the best polling place for this area (plus BA polling place - St Michaels Church already has 2,100 voters without the extra voters generated by the AZ use in 2017 and 2018). The comments made by Councillor Murray in this regard were endorsed and supported by Councillor R. Brookes and Councillor D. Wixley.

26. Councillor Murray has also suggested that for Whitebridge School to serve the AZ polling district properly, it is necessary to ensure that pedestrian access is provided via both entrances - Southern Drive and Greensted Road (traditionally access has not been possible via Southern Drive) and that during polling hours the vehicular access via Greensted Road is kept open to aid voters with mobility problems, as the walk from the public pavement outside the school to the classroom used for voting is considerable.

27. The Returning Officer has advised the Select Committee that, as there were no local elections in the Loughton wards in May 2019, the use of Whitebridge Junior School as a polling station was not required. With the short notice available to the Returning Officer to make preparations for the European Parliamentary election on 23 May 2019, it was considered that it would not be appropriate to seek the use of the school as a polling station. However, we understand that the Returning Officer has written to the Head Teacher of Whitebridge School to make it clear that, in addition to seeking the use of school facilities as a polling station for the local elections to be held in in May 2020, the Returning Officer will require the use of Whitebridge School for use as a polling station in the event of any general election or referendum being required to be held later this year.

28. The Head Teacher of Whitebridge School has advised the Returning Officer that, whilst it is understood that use of the school as a polling station was suspended for health and safety reasons whilst building work was undertaken,

5 Page 91 future such use of the school should be reconsidered. In order to make the school available for use as a polling station, the Head Teacher has advised that it is necessary to close the entire school (18 classes, up to 540 children), which is extremely disruptive to the education of children and inconvenient for parents that work. The Head Teacher has suggested that St. Michaels and All Angels Church Hall in Roding Road is only a short distance from Whitebridge School and that its use as a polling station is preferred, as it does not disrupt the education of children.

29. We understand that the polling station at St. Michael’s and All Angels Church Hall is already used for a large polling district of over 2,000 electors and that the Church Hall utilises a shared pedestrian and (single-width) vehicle entrance/exit on a very busy road, near a major set of traffic signals. We have been advised that, on a busy election day, considerable disruption can therefore be caused to the local road network and that an increase in the numbers of voters attending St. Michael’s Church Hall would exacerbate this situation.

30. In identifying the location of polling stations, the Council must so far as is reasonable and practicable, ensure that every polling station is accessible to electors that are disabled. Polling stations must also be within easy reach of all electors from places across the polling district. The Select Committee considers that, as Whitebridge School is a clearly recognised public community building within polling district AZ (Loughton Roding), it is not unreasonable to require the use of the school as a polling station to meet such accessibility requirements. We consider that the School is able to plan ahead for most elections to secure arrangements for closure if this is considered necessary, although we accept that unscheduled parliamentary elections or referenda might cause some inconvenience to the School.

31. Whilst we recognise the concerns raised by the Head Teacher of Whitebridge School, we consider that the use of the School as the default polling station for residents of polling district AZ should recommence with effect from the local elections to be held in in May 2020 and in the event of any parliamentary election or referendum being required to be held later this year. If Whitebridge School is reinstated as a polling station from 2020, the Returning Officer will consider the additional matters raised by Councillor Murray with regard to pedestrian and vehicular access to the polling station.

(e) St. John’s Church Hall, High Road, Buckhurst Hill

32. Councillor G. Chambers suggested that the polling station for residents of Knighton Green in Buckhurst Hill should be at St John’s Church Hall.

33. The Returning Officer has advised the Select Committee that the polling station at St. John’s Church Hall is not in the polling district for residents of Knighton Green. Whilst we appreciate that it may be more convenient for residents of Knighton Green to vote at St. John’s Church Hall, we do not support this approach as it could lead to other instances where properties are nearer the ‘wrong’ polling station than the ‘right’ one and this is not the purpose of the current review. We have been advised that there will often be situations where specific houses/streets are located nearer to a neighbouring polling station than their ‘own’ and it is considered that this issue would be better addressed as part of a wider boundary review, the undertaking of which we understand may be contemplated following the conclusion of the ongoing local plan process.

6 Page 92 (f) United Reformed Church, Lindsey Street, Epping

34. Councillors J. H. Whitehouse and J. M. Whitehouse identified that houses in Rayfield, Epping were currently split between the AN (Lindsey North) and AO (Lindsey South) polling districts of the Epping Lindsey and Thornwood Common ward and that the review presented an opportunity to bring all houses in Rayfield into one polling district.

35. The Returning Officer has advised the Select Committee that the situation in Rayfield has been the case for many years and has not led to any negative comments being made by electors. However, it would be sensible for all electors in Rayfield to be in the same polling district and we therefore consider that house numbers 1-25 should be transferred to polling district AO (Lindsey South) with the result that the polling station for all electors in the road will become the Epping Town Council Offices in St. John’s Road. This arrangement will ensure that the previously ‘split’ situation for Rayfield is combined within the revised Electoral Register to be published on 1 December 2019, so that all electors are able to vote at the same polling station.

(g) Pelly Court, Epping

36. Councillors J. H. Whitehouse and J. M. Whitehouse have suggested that the polling station at the Scout Hut in Flux’s Lane, Epping is closer to residents in Bridge Hill, Ivy Chimneys, the bottom of Sunnyside Road and possibly Springfield than Pelly Court and that residents may therefore find it more convenient to vote there rather than Pelly Court.

37. The Returning Officer has advised the Select Committee that the Scout Hut at Flux’s Lane is not within the polling district for residents of Bridge Hill, Ivy Chimneys, Sunnyside Road or Springfield. Whilst we appreciate that it may be more convenient for residents of Bridge Hill, Ivy Chimneys, Sunnyside Road and Springfield to vote at the Scout Hut in Flux’s Lane, we do not support this approach as it could lead to other instances where properties are nearer the ‘wrong’ polling station than the ‘right’ one and this is not the purpose of the current review. As we have already reported, there will often be situations where specific houses/streets are located nearer to a neighbouring polling station than their ‘own’ and it is considered that this issue would be better addressed as part of a wider boundary review, the undertaking of which may be contemplated following the conclusion of the ongoing local plan process.

(h) Oakwood Hill Senior Citizens Club, Loughton

38. County Councillor C. Pond has reported that the Oakwood Hill Senior Citizens Club has changed tenancy and been renamed and may not be available as a polling station in the future. We understand however, that the Returning Officer is not aware of any issues with regard to the continued use of the Oakwood Hill Senior Citizens Club as a polling station.

(i) Cottage Loaf Public House, Jessel Drive, Loughton

39. County Councillor C. Pond has raised concern that some electors have told him that they do not like to enter a public house to vote and has questioned whether the polling station at Mannock Drive might be utilised instead.

40. We have been advised by the Returning Officer that the provision of polling

7 Page 93 station facilities at the Cottage Loaf Public House are contained within a separate function room and that it is not necessary for electors to enter the bar areas of the premises in order to vote. Whilst we recognise that electors from certain ethnic backgrounds may not feel comfortable entering a public house to vote, we understand that the use of the Cottage Loaf as a polling station has, to date, not given rise to any negative comments being made by electors.

41. The polling station at Trinity Church Hall, Mannock Drive, Loughton is not within the polling district for residents of the Loughton Broadway ward. Although we understand that it might be possible to identify an alternative polling station location for residents of the ward, this is likely to be at the extreme geographical extent of the ward and we believe that it would currently therefore be reasonable to retain the Cottage Loaf as the polling station for the ward, in order to comply with accessibility requirements and the need for polling stations to be located within easy reach of all electors from places across the polling district. However, we have requested the Returning Officer to keep this situation under review.

(j) Epping Forest District Local Plan (Submission Version) 2017

42. The (Acting) Returning Officer for the Epping Forest Constituency highlighted that, on a wider more strategic point with regard to future polling station provision, the Submission Version of the Council's Local Plan was currently undergoing its Examination in Public and anticipated an additional 11,400 homes being provided up until 2033. The (Acting) Returning Officer advised that the Council would be closely monitoring the delivery of these new homes, some of which would be constructed during the next review period and that polling station provision in some areas of growth, may not be adequate and may require additional accessible premises to be provided.

43. The (Acting) Returning Officer for the Harlow Constituency suggested that the Council also consider the likely impact of developments proposed under local plan to the south, east and west of Harlow, as during the next review window some developments would have commenced and in the longer-term Polling Station provision in these areas may not be sufficient or accessible.

44. We are aware that significant development is likely to be experienced within the District in the five years to the next review of Polling Districts, Polling Places and Polling Stations. However, in the main however, such development has yet to commence and we do not consider that this needs to be addressed as part of the current review. We therefore propose that this issue be monitored as part of the annual Register of Electors and that, if necessary, further smaller-scale local reviews be undertaken to establish the level of growth across the district and to identify whether any additional facilities are required.

(k) Waltham Abbey Wards

45. At the meeting of the Stronger Council Select Committee on 9 July 2019. Councillor S. Kane put forward proposals for the resolution of existing ‘split’ ward issues in areas of Waltham Abbey:

 Farm Hill Road (Polling Districts BQ (Waltham Abbey North East) and BR (Waltham Abbey South West));  Broomstick Hall Road (Polling Districts BQ (Waltham Abbey North East) and BO (Waltham Abbey Honey Lane)); and

8 Page 94  Rochford Avenue (Polling Districts BQ (Waltham Abbey North East) and BN (Waltham Abbey Honey Lane)).

46. These matters cannot be considered as part of the current review, as they relate to different wards. Whilst they may appear to be similar to the proposals made by Councillors J. H. and J. M Whitehouse with regard to roads within the Epping Hemnall ward, these were straightforward as they related to polling districts within the same ward.

47. We have been advised by the Returning Officer that the current review is not able to consider ward boundaries. These would need to be addressed as part of a wider boundary review, the undertaking of which may be contemplated following the conclusion of the ongoing local plan process.

Proposals following the review

48. The proposals for changes to existing polling districts, polling places and polling stations arising from consideration of the review are attached as Appendix 1 to this report. The only changes proposed relate to the Epping Forest Parliamentary Constituency and are the transfer of:

(a) house numbers 1-25 in Rayfield, Epping from polling district AN (Lindsey North) to polling district AO (Lindsey South), resulting in the polling station for these electors becoming the Epping Town Council Offices in St. John’s Road, rather than the Epping United Reformed Church in Lindsey Street; and

(b) house numbers 2-38 in Coopersale Street, Epping from polling district AK (Allnutts) to polling district AL (Coopersale), resulting in the polling station for these electors becoming the Coopersale Social Institute, rather than the Scout Hut at Flux’s Lane (formerly the Allnutts Institute).

49. Since the last compulsory review, all polling places and polling districts have been kept under consideration and an evaluation of their suitability carried out after each election. No changes have been identified in relation to polling places. Changes have been made to polling stations by the (Acting) Returning Officer when necessary.

50. The (Acting) Returning Officer has reviewed the accessibility for disabled persons of polling stations at each election in recent years and has arranged for works to be undertaken where required. It is considered that each of the proposed polling stations are fully accessible.

51. The Electoral Registration Officer proposes that the necessary alterations to the Register of Electors resulting from the changes to polling districts set out in this report be reflected in the revised register to be published on 1 December 2019, following the completion of the annual canvass.

52. Electors affected by the review will be made aware of changes to the places where they vote, for example, when they receive poll cards for the next election.

53. There are no proposals for changes to existing polling districts, polling places and polling stations arising from consideration of the review, in either the Brentwood and Ongar or Harlow Parliamentary Constituencies. Details of the

9 Page 95 existing polling districts, polling places and polling stations within each Constituency are set out in Appendix 2 and Appendix 3 to this report.

54. In making the recommendations set out in this report, the Returning Officer has had regard to:

(a) the reasonable requirements of the electors in the constituency; and (b) accessibility for disabled persons to the polling stations within the polling places.

Publication of the conclusions of the review

55. Once the Council has agreed the proposals, details of the new polling districts and polling places must be made available to the public at the Civic Offices, in at least one conspicuous place in each of the three Parliamentary Constituencies and on the Council’s website.

56. Along with the reasons for the decisions on the review and the designation of polling districts and polling places as a result of the review, the following must also be published:

(a) correspondence sent to the (Acting) Returning Officer s; (b) correspondence sent to any person with particular expertise in relation to access to premises or facilities for disabled people; (c) representations received by the Council; (d) the minutes of the Council meeting at which consideration is given to the review; (e) details of the places where the results of the review have been published.

The Appeals Process

57. It is possible that representations could be made to the Electoral Commission claiming that the review process has not been conducted correctly. As a result, the Commission may require the Council to make further amendments.

58. We recommend as set out at the commencement of this report.

10 Page 96 DISTRICT OF EPPING FOREST – REVIEW OF POLLING DISTRICTS AND POLLING PLACES 2019

PROPOSED POLLING DISTRICTS AND POLLING PLACES

EPPING FOREST PARLIAMENTARY CONSTITUENCY

Ward Polling Letters Description of Polling District Existing Polling Existing Polling Electorate District Place Station (June 2019) Buckhurst Hill Buckhurst Way AA That part of the Buckhurst Hill The polling district Roding Valley 1799 East East parish ward of Buckhurst Hall, Station Way Hill parish comprising the roads – Albert Road (Wentworth Court and No’s 2-24 evens), Birch Close, Buckhurst Way (51-71 odds, Honeysuckle Court and 2-182 evens), Page 97 Page Cascade Close, Cascade Road, Cedar Close, Chestnut Avenue, Chestnut Close, Elgar Close, Elm Close, Holly Close, Hornbeam Close, Hornbeam Road, Lime Close, Lower Queens Road (2-90 evens, The Atrium, Mountbatten Court), Maple Close, Station Way, Walnut Way, Willow Close Buckhurst Hill Loughton Way AB That part of the Buckhurst Hill The polling district Woollard Centre, 1881 East East parish ward of Buckhurst Loughton Way Hill parish not included in the Buckhurst Way Polling District Buckhurst Hill St Johns AC That part of the Buckhurst Hill The polling district St John’s Church 2705 West West parish ward of Buckhurst Hall, High Road Hill parish comprising the roads – Albany View, Amberley Road (odd numbers), Ardmore Lane, Beech Avenue, Beech Lane, Brook Road, Chandos Close, Ward Polling Letters Description of Polling District Existing Polling Existing Polling Electorate District Place Station (June 2019) Chequers Hills Road, Church Road, Devon Close, Epping New Road, Fairlands Avenue, Fernside, Forest Side, Gladstone Road, Greenhill High Road, Hawsted, Heron Close, High Road (51-117 odd numbers, 2-114 even numbers, Shore Point), Hills Road, Little Plucketts Way, Luctons Avenue, Manor Road, North End, Ormonde Rise, Osborne Road, Parkside, Powell Road, Page 98 Page Roebuck Lane (16-72 even numbers, 29-79 odd numbers), Russell Road (2-24 even numbers, 1-99 odd numbers, Waikato Lodge), Stag Lane, Starling Close, Stradbroke Grove (29-81 odd numbers, 14- 54 even numbers), The Cedars, The Drive, The Meadway (odds), The Stables, Trent Road, Tuttlebee Lane Buckhurst Hill Westbury AD That part of the Buckhurst Hill The polling district Buckhurst Hill 2740 West West parish ward of Buckhurst Baptist Church, Hill parish not included in the Palmerston Road St. John’s Polling District Chigwell Row Chigwell Row AE The Chigwell Row parish ward The polling district Room at All Saints 1851 of Chigwell parish. Church, Romford Road Chigwell Village St Johns AF That part of the Chigwell Village The polling district Room at the 1854 parish ward of Chigwell parish Convent, Turpins comprising the roads – Brunel Lane Road, Chigwell Park, Chigwell Ward Polling Letters Description of Polling District Existing Polling Existing Polling Electorate District Place Station (June 2019) Park Drive, Chigwell Road, Coolgardie Avenue, Ely Place, Emmaus Way, Forest Avenue, Forest Lane, Grovewood Place, Hatch Side, High Road (Little West Hatch, School House West Hatch School, Cedar Park, Chigwell Nursery, 187- 221 odds, 118-160 evens, Semmering, Forest Terrace), Hilltop View, Love Lane, Luxborough Lane, Lyndhurst Rise, Manor Road, Park View, Roding Lane, New Barns Way, Page 99 Page Park View, Roding Lane, Smeaton Road, St Mary’s Way, The Childers, Tudor Close, Turpins Lane Chigwell Village Chigwell Village AG That part of the Chigwell Village The polling district St. Mary’s Parish 1668 parish ward of Chigwell parish Rooms, High not included in the St. John’s Road Polling District Grange Hill Limes Farm AH That part of the Grange Hill The polling district Limes Farm 2069 parish ward of Chigwell parish Centre, Limes comprising the roads – Avenue Clayside, Cobdens Limes Avenue, Copperfield, High Meadows, Keats Close Limes Avenue, Limes Avenue, Northdene, Orange Grove, Regency Close, Southdale, The Brambles, Trotwood, View Close, Westmede Ward Polling Letters Description of Polling District Existing Polling Existing Polling Electorate District Place Station (June 2019) Grange Hill St Winifreds AJ That part of the Grange Hill The polling district St Winifred’s 3241 parish ward of Chigwell parish Church Hall, not included in the Limes Farm Manor Road Polling District Epping Hemnall Allnutts AK That part of the Epping Hemnall The polling district Scout Hut, Flux’s 1192 ward of Epping Town Council Lane comprising the roads – Allnutts Road, Bower Hill, Bower Vale, Brook Road, Charles Street, Coopersale Hall, Crossing Road, Fiddlers Hamlet, Hillcrest Way, Oakleigh Rise, Stewards

Page 100 Page Close, Stewards Green Road, Stonards Hill (Stonards Cottages, Birds Green, Stonards Farm), The Orchards, Theydon Bower, Theydon Garnon, Warrenfield. Epping Hemnall Coopersale AL That part of the Epping Hemnall The polling district Coopersale Social 835 ward of Epping Town Council Institute, Institute comprising the roads – Archer Road Close, Brickfield Road, Chevely Close, Coopersale Common, Coopersale Street, Garnon Mead, Houblons Hill, Institute Road, Laburnum Road, Parklands, St Albans Road, Vicarage Road Epping Hemnall Hemnall AM That part of the Epping Hemnall The polling district Pelly Court, 3007 ward of Epping Town Council Hemnall Street not included in the Allnutts and Coopersale Polling Districts Epping Lindsey Lindsey North AN That part of the Epping St. The polling district Epping United 2114 and Thornwood John’s ward of Epping Town Reformed Church, Common Council comprising the roads – Lindsey Street Ward Polling Letters Description of Polling District Existing Polling Existing Polling Electorate District Place Station (June 2019) Aragon Mews, Barnfield, Beaconfield Avenue, Beaconfield Road (1-77 odds, 2-114 evens), Beaconfield Way, Beulah Road, Birch View, Boleyn Row, Church Field, Church Hill, Coopersale Common, Egg Hall, Fairfield Road, Frampton Road, Granville Road, Greenacres, Homefield Close, James Street, King Henrys Walk, Kingswood Park, Lindsey Street, Lynceley Grange, Maltings Drive, Page 101 Page Maltings Lane, Margaret Close, Margaret Road, Meadow Road, Palmers Hill, Park Side, Severnsfield, Seymour Chase, Shaftesbury Road (7-49 odds, 2-76 evens), St Margaret’s Hospital, Stonards Hill (Redgrove House, 1-7 odds, Old Pastures), The Plain, The Woodyard, Thornwood Road, Tidy’s Lane, Woodbury Down, Woodmeads. Epping Lindsey Lindsey South AO That part of the Epping St. The polling district Conference 2494 and Thornwood John’s ward of Epping Town Room, Epping Common Council not included in the Town Council Lindsey North Polling District Offices, St. John’s Road Epping Lindsey Thornwood AP The Thornwood parish ward of The polling district Thornwood Village 820 and Thornwood North Weald Bassett parish Hall, Weald Hall Common Lane Loughton Barfields AQ That part of the Loughton The polling district Murray Hall, 2838 Ward Polling Letters Description of Polling District Existing Polling Existing Polling Electorate District Place Station (June 2019) Alderton Alderton ward of Loughton Borders Lane Town Council comprising the roads – Alderton Close, Alderton Hall Lane, Alderton Hill (71A and 73), Alderton Mews, Alderton Rise, Barfields, Barfields Gardens, Barfields Path, Borders Lane, Bryony Close, Bushfields, Chequers Road, Cherston Gardens, Cherston Road, Chigwell Lane, Colson Gardens, Colson

Page 102 Page Green, Colson Path, Colson Road, Crossfields, Deepdene Path, Deepdene Road, Greenfields, Greenfields Close, Hogarth Reach, Homecroft Gardens, Honeycroft, Ladyfields, Ladyfields Close, Lucton Mews, Lushes Road, Maybury Close, Parkmead, Poundfield Road, School House Gardens, The Hawthorns, The Lindens, The Spinney Loughton Oakwood AR That part of the Loughton The polling district Senior Citizens 659 Alderton Alderton ward of Loughton Clubroom Town Council not included in Oakwood Hill the Barfields Polling District Loughton Willingale AS That part of the Loughton The polling district The Nursery Unit, 1943 Broadway Broadway ward of Loughton Thomas Willingale Town Council comprising the Primary School, roads – Austen Close, The Broadway Barrington Close, Barrington Green, Barrington Road, Burton Ward Polling Letters Description of Polling District Existing Polling Existing Polling Electorate District Place Station (June 2019) Road, Chigwell Lane, Doubleday Road, Etheridge Green, Etheridge Road (56-96), Eversley Close, Ibbetson Path, Kingsley Road, Lytton Close, Mornington Road, Paley Gardens, Parsonage Court, Rochford Avenue, Rochford Green, Rookwood Avenue, Rookwood Gardens, Sandford Avenue, The Broadway, Torrington Drive, Torrington Gardens, Westall Road, Willingale Road (260-360 Page 103 Page evens, 247-297 odds) Loughton Hereward AT That part of the Loughton The polling district The Cottage Loaf, 1943 Broadway Broadway ward of Loughton Jessel Drive Town Council not included in the Willingale Polling District Loughton Fairmead AU That part of the Loughton The polling district Grosvenor Hall, 1625 Fairmead Fairmead ward of Loughton Grosvenor Drive Town Council comprising the roads – Beech Close, Castell Road, Cedar Drive, Chandler Road, Chester Green, Chester Road, Cleland Path, Colebrook Lane (1-173 odds), Colebrook Path, Conyers Way, Droveway, Englands Lane, Fairmeads, Grosvenor Close, Grosvenor Drive, Grosvenor Path, Harvey Gardens, Lawton Road, Mead Close, Pyrles Green, Pyrles Lane (2-132 evens), Swanshope, Sycamore Close Ward Polling Letters Description of Polling District Existing Polling Existing Polling Electorate District Place Station (June 2019) Loughton Colebrook AV That part of the Loughton The polling district Trinity Church 968 Fairmead Fairmead ward of Loughton Hall, Mannock Town Council comprising the Drive roads – Appleton Road, Brady Avenue, Burney Drive, Colebrook Gardens, Colebrook Lane (2-102 even numbers), Etheridge Road (2-42), Foxley Close, Goldingham Avenue, Hanson Close, Hanson Drive, Hanson Green, Mannock Drive, Prescott Green, Thatchers

Page 104 Page Close, Westall Road Loughton Hillyfields AW That part of the Loughton Loughton Fairmead Grosvenor Hall, 714 Fairmead Fairmead ward of Loughton Grosvenor Drive Town Council not included in (outside Polling the Fairmead and Colebrook District) Polling Districts Loughton Forest Loughton Forest AX The Loughton Forest ward of The polling district Loughton Baptist 3419 Loughton Town Council Church, High Road Loughton Roding Barncroft AY That part of the Loughton Loughton Oakwood Oakwood Hill 441 Roding ward of Loughton Town Senior Citizens Council comprising the roads – Clubrooms Barncroft Close, Barncroft (outside Polling Green, Barncroft Road, District) Leycroft Close, Oakwood Hill (62-118 evens, 73-123 odds), River Way (57-153 odds, 62- 156 evens) Ward Polling Letters Description of Polling District Existing Polling Existing Polling Electorate District Place Station (June 2019) Loughton Roding Whitebridge AZ That part of the Loughton The polling district Whitebridge 1128 Roding ward of Loughton Town Junior School, Council comprising the roads – Greensted Road Cheltenham Gardens, Danbury Road, Dunmow Close, Felstead Road, Greensted Road, Kirby Close, Nevill Way, Roydon Close, Sutton Close, The Meadway, Tylers Close, Valley Hill (54-150 evens, Hubbard Court, 59-125 odds, Roxwell House, Parndon House), Witham Close Loughton Roding St Michaels BA That part of the Loughton The polling district St. Michaels and 2113 Page 105 Page Roding ward of Loughton Town All Angels Church Council not included in the Hall, Roding Road Barncroft and Whitebridge Polling Districts Loughton St. Loughton St. BB The Loughton St. Johns ward The polling district St. John’s Church 3511 Johns Johns of Loughton Town Council Hall, Church Lane

Loughton St. St. Mary’s BC That part of the Loughton St. The polling district St. Mary’s Parish 1923 Marys Mary’s ward of Loughton Town Centre, High Road Council comprising the roads – Alderton Hill, Brook Road, Brooklyn Avenue, Churchfields, Clifton Road, Forest Road, Habgood Road, High Road, Kings Green, Priory Road, Rowans Way, Shaftesbury, Shelley Grove, Spareleaze Hill, St Mary’s Close, Staples Road, Station Road, The Drive, Traps Hill (nos 1-69 odds), Tycehurst Hill, Woodland Road, York Ward Polling Letters Description of Polling District Existing Polling Existing Polling Electorate District Place Station (June 2019) Crescent, York Hill Loughton St. Whitehills BD That part of the Loughton St. Loughton Alderton Murray Hall, 1999 Marys Mary’s ward of Loughton Town Borders Lane Council not included in the St. (outside Polling Mary’s Polling District District) Theydon Bois Theydon Bois BE The parish of Theydon Bois The polling district St. Mary’s on the 3330 Green Hall, Coppice Row Waltham Abbey High Beach BF That part of the Waltham Abbey The polling district High Beech 496 High Beach High Beach ward of Waltham Village Hall, Avey Abbey Town Council Lane comprising the roads – Arthur’s

Page 106 Page Lane, Avey Lane, Beech Hill Gardens, Church Road, Forest Close, Lippitts Hill, Manor Road, Mott Street (not included in the Sewardstone Polling District), Paul’s Nursery Road, Pynest Green Lane, Rats Lane, Wellington Hill Waltham Abbey Sewardstone BG That part of the Waltham Abbey The polling district Room in the White 964 High Beach High Beach ward of Waltham House, Gilwell Abbey Town Council Park, Bury Road comprising the roads – Baden Drive, Bury Road, Butlers Drive, Cornwall Place, Daws Hill, Farm End, Gilwell Park, Godwin Close, Hawes Lane, Hornbeam Lane, King George Way, Mill Lane, Mott Street (Daines Nursery, The Bungalow, Lira, Magnolia Cottage, Old Plough Cottage, Rose Cottage, Cedar Lodge, Beechside Bungalow, Ward Polling Letters Description of Polling District Existing Polling Existing Polling Electorate District Place Station (June 2019) Netherhouse Cottages, Cottages Golden Row), Powell Drive, Sewardstone Green, Sewardstone Road, Woodman Lane Waltham Abbey Upshire BH That part of the Waltham Abbey The polling district Upshire Village 322 High Beach High Beach ward of Waltham Hall, Horseshoe Abbey Town Council Hill comprising the roads – Cobbins End Road, Copped Hall, Copthall Green, Crown Hill, Epping Road, Fernhall Lane, Forest Side, Honey Lane, Honeypot Lane, Horseshoe Hill, Page 107 Page Long Street, Sergeants Green Lane, Skillet Hill, Southend Lane, Upshire Road, Upshirebury Green, Warlies, Woodgreen Road, Woodredon Farm Lane, Woodredon Hill Waltham Abbey Woodbine Close BJ That part of the Waltham Abbey The polling district Room at 274 High Beach High Beach ward not included Woodbine Close in the High Beach, Social Club Sewardstone and Upshire Polling Districts Waltham Abbey Ninefields BK That part of the Waltham Abbey The polling district Community Room, 1708 Paternoster Paternoster ward of Waltham Waltham Abbey Abbey Town Council Leisure Centre comprising the roads – Abbotts Drive, Amwell Court, Badburgham Court, Blackmore Court, Bromefield Court, Cullings Court, Farmers Court, Fullers Close, Geisthorp Court, Hill House, Loughton Court, Ward Polling Letters Description of Polling District Existing Polling Existing Polling Electorate District Place Station (June 2019) Mallion Court, Neal Court, Read Court, Shingle Court, Skarnings Court, Stanford Court, Stanway Road, Sudicamps Court, Theydon Court, Tillingham Court, Winters Way, Woodford Court, Wormley Court, Wrangley Court Waltham Abbey Paternoster BL That part of the Waltham Abbey Waltham Abbey Community Room, 1808 Paternoster Paternoster ward of Waltham Ninefields Waltham Abbey Abbey Town Council not Leisure Centre

Page 108 Page included in the Ninefields Polling District Waltham Abbey Leverton BM That part of the Waltham Abbey The polling district Leverton Primary 2004 Honey Lane Honey Lane ward of Waltham School, Honey Abbey Town Council Lane comprising the roads – Acacia Court, Ashleigh Court, Ashtree Court, Caneland Court, Caterham Court, Cobmead Grove, Coppergate Court, Dowding Way, Eagle Close, Falcon Close, Farthingale Court, Farthingale Lane, Gant Court, Harlton Court, Harrier Way, Hawk Close, Haywood Court, Honey Lane, (119-207 odds, Honey Lane Care Home, Upshire Hall Lodge, Upshire Hall Lodge, 102-176 evens, Honeylands, Honeylands Cottage), Horseshoe Close, Jessop Court, Kestrel Road, Kings Meadow Court, Ward Polling Letters Description of Polling District Existing Polling Existing Polling Electorate District Place Station (June 2019) Kingsdale Court, Lamplighters Close, Margherita Place, Margherita Road, Maynard Court, Merlin Close, Milhoo Court, Morris Court, Old Forge Court, Osprey Court, Osprey Road, Peregrine Road, Shernbroke Road, Stoney Bridge Drive, The Birches, Vicarage Court Horseshoe Close, Wheatfields Court Farthingale Lane, Wren Drive Waltham Abbey Brookways BN That part of the Waltham Abbey The polling district Brookways, 1512 Honey Lane Honey Lane ward of Waltham Roundhills Page 109 Page Abbey Town Council comprising the roads – Aldersgrove, Birchwood, Bray Springs, Caldbeck, Downlands, Fairways, Gilsland, Greenleas, Heronswood, Hockley Court, Holecroft, Honey Lane (30-100 evens), Longcrofts, Mayfield, Nightingales, Oakwood, Patmore Road, Pinnacles Roundhills, Robinsway, Rochford Avenue, Roundhills, Ruskin Avenue, Springfields, Tennyson Avenue, The Dale, The Padgets, Windmill Close Waltham Abbey Honey Lane BO That part of the Waltham Abbey The polling district Leverton Primary 1190 Honey Lane Honey Lane ward of Waltham School, Honey Abbey Town Council not Lane included in the Leverton and Brookways Polling District Ward Polling Letters Description of Polling District Existing Polling Existing Polling Electorate District Place Station (June 2019) Waltham Abbey Breach Barns BP That part of the Waltham Abbey The polling district Community 426 North East North East ward of Waltham Centre, Saxon Abbey Town Council Way (outside comprising the roads – Aimes Polling District) Green, Breach Barns, Breach Barns Lane, Claverhambury Road, First Avenue, Galley Hill, Maple Way, Northside, Second Avenue, Southside, The Rise, Third Avenue. Waltham Abbey Monkswood BQ That part of the Waltham Abbey The polling district Community 2851 North East North East ward of Waltham Centre, Saxon

Page 110 Page Abbey Town Council not Way included in the Breach Barns Polling District. Waltham Abbey Abbey BR The Waltham Abbey South The polling district Waltham Abbey 3398 South West West ward of Waltham Abbey Town Hall, Town Council. Highbridge Street Broadley Upland North BS That part of the Epping Upland The polling district Epping Upland 652 Common, Epping parish comprising the roads – Primary School, Upland and Carters Lane, Chestnut Walk, Carters Lane Nazeing Elm Close, Epping Green, Epping Green Road, Epping Long Green, Epping Upland, Eureka Gardens, Green Close, Parsloe Road, Pump Lane, Rye Hill, Rye Hill Road, The Magpies, Thornwood Road, Upland Road Broadley Upland South BT That part of the Epping Upland Epping Lindsey Conference 68 Common, Epping parish not included in the South Room, Epping Upland and Upland North Polling District Town Council Nazeing Offices, St John’s Road (outside Polling District) Ward Polling Letters Description of Polling District Existing Polling Existing Polling Electorate District Place Station (June 2019)

Broadley Bumbles Green BU The Bumbles Green parish The polling district The Scout Hall, 495 Common, Epping ward of Nazeing parish Perry Hill Upland and Nazeing Broadley Broadley BV The Broadley Common ward of The polling district Craner Produce 634 Common, Epping Common Roydon parish Farm, Common Upland ad Road Nazeing Page 111 Page This page is intentionally left blank DISTRICT OF EPPING FOREST – REVIEW OF POLLING DISTRICTS AND POLLING PLACES 2019

PROPOSED POLLING DISTRICTS AND POLLING PLACES

BRENTWOOD AND ONGAR PARLIAMENTARY CONSTITUENCY

Ward Polling Letters Description of Polling District Existing Polling Existing Polling Electorate District Place Station (June 2019) North Weald Village (North BW The Village parish ward of The polling district North Weald 3730 Bassett Weald) North Weald Bassett parish Village Hall, High Road Chipping Ongar, Chipping Ongar BX The Chipping Ongar ward of The polling district Budworth Hall, 1488 Greensted and the Ongar Town Council High Street Marden 113 Page Ash Chipping Ongar, Greensted BY The Greensted ward of the Chipping Ongar Budworth Hall, 575 Greensted and Ongar Town Council High Street Marden Ash (outside Polling District) Chipping Ongar, Marden Ash BZ The Marden Ash ward of the The polling district St James Church 1400 Greensted and Ongar Town Council Hall, St James Marden Ash Avenue Shelley Shelley CA The Shelley ward of the Ongar The polling district Shelley County 1812 Town Council Primary School, Cripsey Avenue High Ongar, High Ongar CB The High Ongar parish ward of The polling district High Ongar 504 Willingale and the High Ongar parish Village Hall The Rodings High Ongar, Norton CC The Norton Mandeville parish High Ongar Village High Ongar 158 Willingale and Mandeville ward of the High Ongar parish Village Hall The Rodings (outside Polling District) High Ongar, Paslow CD The Paslow Common parish High Ongar Village High Ongar 378 Ward Polling Letters Description of Polling District Existing Polling Existing Polling Electorate District Place Station (June 2019) Willingale and Common ward of the High Ongar parish Village Hall The Rodings (outside Polling District) High Ongar, Willingale CE The parish of Willingale The polling district Willingale Village 418 Willingale and Hall The Rodings High Ongar, Abbess CF The parish of Abbess The polling district Room in The 404 Willingale and Beauchamp and Beauchamp and Berners Rodings, Dunmow The Rodings Berners Roding Roding Road Lambourne Abridge CG The Abridge parish ward of the The polling district New Village Hall, 1400 Lambourne parish Ongar Road Page 114 Page Lambourne Lambourne End CH The Lambourne End parish The polling district Parish Rooms, 217 ward of the Lambourne parish Lambourne End Moreton and Bobbingworth CJ The Bobbingworth parish ward Moreton Village Moreton Village 232 Fyfield of the Moreton, Bobbingworth Hall (outside and The Lavers group of Polling District) parishes Moreton and High Laver East CK That part of the High Laver The polling district Matching Village 69 Fyfield parish ward of the Moreton, Hall, Matching Tye Bobbingworth and The Lavers (outside Polling group of parishes comprising District) the roads - Harlow Road, High Laver, High Laver Road, Mill Lane, Moreton Road Moreton and High Laver CL That part of the High Laver Magdalen Laver Magdalen Laver 138 Fyfield West parish ward of the Moreton, Village Village Hall, Bobbingworth and The Lavers Church Road group of parishes not included (outside Polling in the High Laver East Polling District) District Moreton and Little Laver CM The Little Laver parish ward of Matching Green Matching Village 87 Fyfield the Moreton, Bobbingworth and Village Hall, Matching Tye Ward Polling Letters Description of Polling District Existing Polling Existing Polling Electorate District Place Station (June 2019) The Lavers group of parishes (outside Polling District) Moreton and Moreton CN The Moreton parish ward of the The polling district Moreton Village 327 Fyfield Moreton, Bobbingworth and Hall, Church Road The Lavers group of parishes Moreton and Magdalen Laver CO The Magdalen Laver parish The polling district Magdalen Laver 210 Fyfield ward of the Moreton, Village Hall, Bobbingworth and The Lavers Church Road group of parishes Moreton and Fyfield CP The parish of Fyfield The polling district Fyfield Village Hall 673 Fyfield Passingford Stanford Rivers CQ The parish of Stanford Rivers The polling district Toot Hill Village 657

Page 115 Page Hall Passingford Stapleford CR The parish of Stapleford The polling district Stapleford Abbotts 844 Abbotts Abbotts Village Hall, Stapleford Road Passingford Stapleford CS The parish of Stapleford The polling district St Mary’s Church 113 Tawney Tawney Hall, Tawney Road, Stapleford Tawney Passingford Theydon CT The parish of Theydon Garnon The polling district The Gatehouse, 123 Garnon All Saints Church, Theydon Garnon Passingford Theydon Mount CU The parish of Theydon Mount The hamlet of The Gatehouse, 174 Theydon Garnon All Saints Church, Theydon Garnon (outside Polling District) This page is intentionally left blank DISTRICT OF EPPING FOREST – REVIEW OF POLLING DISTRICTS AND POLLING PLACES 2019

PROPOSED POLLING DISTRICTS AND POLLING PLACES

HARLOW PARLIAMENTARY CONSTITUENCY

Ward Polling Letters Description of Polling District Existing Polling Existing Polling Electorate District Place Station (June 2019) Hastingwood, Hastingwood CV That part of the Hastingwood The polling district St Mary Magdalen 301 Matching and North parish ward of North Weald Church Hall, Sheering Village Bassett parish comprising the Potter Street roads – Foster Street, Green Lane Threshers Bush, Harlow Common, Hastingwood park,

Page 117 Page Latton Common, London Road (Whalebone Cottages, Tara, Ashgrove, The Gatekeeper, Hill House, Hill House Cottage, End House, Hill Cottage, Bay Tree Cottage, Caroline Cottage, Maya), Mill Street, Park Avenue Hastingwood, Hastingwood CW That part of the Hastingwood The polling district Hastingwood 214 Matching and South parish ward of North Weald Village Hall, Sheering Village Bassett parish not included in Glovers Lane the Hastingwood North Polling District Hastingwood, Matching (1) CX The Parish of Matching The polling district Matching Village 564 Matching and comprising the roads – Carters Hall, Matching Tye Sheering Village Green, Church Lane, Clifford Close, Downhall Road, Harlow Road, Harlow Tye, High Lane, Hobbs Cross Road, Homefields, Housham Tye, Matching Green (Lascelles, Flat Ward Polling Letters Description of Polling District Existing Polling Existing Polling Electorate District Place Station (June 2019) at Lascelles, The Cherry Tree, Lascelles Cottage, Lascelles Lodge, Wingates, Martinsfield, The Leys, Martins Cottage, Kingstons Cottages, Mulberry Cottage, Lilac Cottages, Andell Cottage, Stonecroft, Lavender Cottage, Karensa, Scathes, Greenside, Chapel Cottage, Little Honington, Honington House, Beeches, Forge Page 118 Page Cottage, Blackwood House, Moat House, Saddlers Cottage, Maytrees, Limes Cottage, Pear Tree House, Pond House, The Old Exchange, The Maltings, The Malt Barn, Albion House, Green Edge Cottage, The Lone Pine), Matching Hall, Matching Road, Moor Hall Road, New Way Lane, Newmans End, Potash Road, Rainbow Road, The Green, Threshers Bush Hastingwood, Matching (2) CX The Parish of Matching The polling district Matching Village 171 Matching and comprising the roads High Hall, Matching Tye Sheering Village Laver Road, Little Laver Road, Matching Green (Rose Cottage, Little Watermans, Willow Cottage, Horsegate, Brick Cottages, Jasmin Cottage, North Cottage, Restcot, Perry Cottage, Chestnut Cottage, The Ward Polling Letters Description of Polling District Existing Polling Existing Polling Electorate District Place Station (June 2019) Lilacs, The Chequers, Elm House, Little Elm Cottage, Maple House, Elms Farm House, Home Meadow Barns), Watery Lane Hastingwood, Sheering Village CY The Sheering Village parish The polling district Sheering Village 701 Matching and ward of the Sheering parish Hall, The Street Sheering Village Hastingwood, Lower Sheering CZ The Lower Sheering parish The polling district Sheering Village 1798 Matching and ward of the Sheering parish Hall, The Street Sheering Village (outside Polling District)

Lower 119 Page Nazeing Nazeingbury DA The Nazeingbury parish ward The polling district St Giles Church 2514 of the Nazeing parish Hall, Nazeing Lower Nazeing Riverside DB The Riverside parish ward of Nazeing Village St. Giles Church 847 the Nazeing parish Hall, Nazeing (outside Polling District) Roydon Dobbs Weir DC The Dobbs Weir parish ward of The polling district St. Christopher's 417 the Roydon parish Hall, Dobbs Weir Road Roydon Roydon Village DD The Roydon Village parish The polling district St. Peter's Church 1354 ward of the Roydon parish Hall, High Street This page is intentionally left blank Agenda Item 13

Report to the Council

Report of: Monitoring Officer (N. Boateng (Ext 4323)

Date: 30 July 2019

1. APPOINTMENT OF CHIEF FINANCIAL OFFICER

Recommending:

(1) That, from 5 August 2019, Nick Dawe (Interim Strategic Director) 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 Nick Dawe as the Chief Financial Officer.

1. Section 151 of the Local Government Act 1972 requires every local authority to appoint a suitably qualified officer to be responsible for the proper administration of its affairs. The role of the Chief Financial Officer (also known as the Section 151 Officer) is a statutory requirement.

2. It is proposed that Nick Dawe be appointed as Chief Financial Officer from Monday 5 August 2019. Mr. Dawe is currently one of the Council’s Interim Strategic Directors and is suitably qualified to fulfil the role of the Chief Financial Officer.

3. It is a legal requirement under Section 151 of the Local Government Act 1972 that the Council appoint a Chief Financial Officer. Such appointment is reserved to the Council in accordance with Article 4 (The Full Council) of the Constitution.

4. As a result of this appointment, it will be necessary for the Monitoring Officer to make changes to the Scheme of Delegation contained within the Constitution, to give effect the appointment of Mr. Dawe as the Chief Financial Officer.

Page 121 This page is intentionally left blank Agenda Item 14

Report to the Council

Report of: Monitoring Officer (N. Boateng (Ext 4323))

Date: 30 July 2019

1. CONSTITUTION – SCHEDULE OF DELEGATION

Recommending:

(1) That the proposed revisions to the Council’s Scheme of Delegation (Delegation of Executive Functions) as set out in this report, be agreed; 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 to the changes to the Scheme of Delegation.

1. As a result of the ongoing implementation of the People Strategy, it is necessary to make further revision to the Council’s Scheme of Delegation (Delegation of Executive Functions) to reflect appointments to managerial and specialist positions.

2. To enable the efficient operation of the Council’s estate management function, it is necessary to add delegation to the Service Director (Commercial and Regulatory Services) or a Level 2 Manager authorised by the Service Director, to the existing delegated authority for the following functions:

EXC4 Commercial Tenancies - Service of Notices; EXD1 Debts; EXP1 Party Wall Act 1996; EXP5 Possession Orders (rent arrears/gas safety inspections and other related actions); and EXR3 Rent Arrears - Deceased Tenants.

3. It has become apparent that Delegation EXL2 (Landlord and Tenant - Management of Council Property previously authorised the former post of Chief Estates Officer to approve transactions up to the value of £25,000. However, this authority appears to have been overlooked when the Scheme of Delegation was updated by the Council at its meeting in December 2018 and it is therefore recommended that such authority now be added to the Schedule to permit the Estates Management Specialist to authorise transactions up to this amount.

4. To enable the efficient operation of the estate management function, it is also necessary to add the following subject/function to the EXR5 delegation (Authority for Right to Buy Sales and Post-Completion Related Matters):

‘To sign documentation/letters that require execution by way of signature, such as, pre-emption rights consent, exempted disposal consent, postponement letters and similar consents.’

Page 123 5. These proposed changes to the Scheme of Delegation do not fall within the criteria for revisions that may be made by the Monitoring Officer and it was not possible for these matters to be considered by the Constitution Working Group at its recent meeting. The changes to the Constitution must therefore be approved by the Council.

6. A revised version of the Scheme of Delegation (Delegation of Executive Functions) incorporating the proposals set out on this report, is attached as Appendix 1.

Page 124 Part 3 Scheme of Delegation Appendix 5 Scheme of Delegation of Executive Functions

1. GENERAL PRINCIPLES

(a) This scheme delegates the powers and duties of the Executive to Cabinet Members and officers as a partnership.

(b) This scheme delegates powers and duties within portfolios and includes powers and duties under all legislation present and future within those descriptions and all powers and duties incidental to that legislation as well as authorising the affixing of the Common Seal.

(c) This scheme operates under Sections 9D to 9DA of the Local Government Act 2000 and the Local Authorities (Arrangements for the Discharge of Functions) (England) Regulations 2012 and all other powers enabling.

Page 125 Page (d) Officers and Cabinet Members shall keep members (especially ward members) properly informed of activity and its implications arising within the scope of these delegations.

2. GENERAL LIMITATIONS

(a) Before taking a decision, a Cabinet Member shall receive advice from the appropriate officer.

(b) Any exercise of delegated powers shall be subject to a policy framework approved by the Council or the policies approved by the Cabinet from time to time including the Employment Policies (and Disciplinary Procedures), Equal Opportunities, Service Delivery Policies, and shall be guided by the relevant Codes of Conduct or Council protocols.

(c) Any exercise of delegated powers shall be subject to:

(i) any statutory restrictions; (ii) standing orders; (iii) financial regulations; and (iv) procurement rules.

Part 3 – Scheme of Delegation – Appendix 5 (Rev July 2019) (d) In exercising delegated powers, Cabinet members and officers shall not go beyond the provision in the revenue or capital budgets for their service except to the extent permitted by financial regulations and procurement policy.

3. GENERAL PROVISIONS

(a) This scheme includes the power for officers further to delegate in writing all or any of the delegated functions to other officers (described by name or post) either fully or under the general supervision and control of the delegating officer. Sub-delegations shall be recorded and kept by the relevant Director.

(b) All action taken under the terms of these delegations shall be properly documented.

(c) It shall always be open to an officer either to consult with the appropriate Cabinet member on the exercise of delegated powers, or not to exercise delegated powers but to refer the matter to the Cabinet.

(d) It shall be open to a Cabinet member to determine that the exercise of their delegated powers is not appropriate in cases where a Chief Officer or the Monitoring Officer recommends reference to the Cabinet, where consultation with other members indicates that the matter Page 126 Page should be referred to the Cabinet or where the Leader of the Council so directs.

(d) In exercising delegated powers, officers shall consult with other appropriate officers and shall have regard to any advice given.

(e) In this scheme "officer" means the holder of any post named in this scheme as having delegated powers and duties.

4. SPECIFIC DELEGATIONS

4.1 Leader of Council

Exercise of the powers and duties of the Leader of the Council in accordance with Section 9E of the Local Government Act 2000 including:

(a) appointment of other Cabinet members up to a maximum of 9;

(b) allocation of responsibility for executive functions to Cabinet Members and Service Directors;

(c) establishment and terms of reference of Cabinet Committees;

(d) approval of representatives on outside organisations directly involved in the carrying out of executive functions;

Part 3 – Scheme of Delegation – Appendix 5 (Rev July 2019) (e) appointment of a Deputy Leader of the Council.

4.2 Cabinet Members

Decisions on executive functions falling within the allocated Cabinet service portfolio, and which are not delegated to officers.

4.3 Officers

May take any decision which:

(a) implements a policy or decision previously approved or taken by the Council, the Cabinet or a Cabinet member;

(b) facilitates or is conducive or incidental to the implementation of a policy or decision previously taken by the Council, the Cabinet or a Cabinet member;

(c) relates to the management of the human, material and financial resources made available for carrying out the functions for which they are responsible; and Page 127 Page (d) matters delegated by the Council, the Cabinet, a Committee or Sub-Committee from time to time under this scheme.

(e) matters that are legally permissible and within that officer’s area of control (see table and key below):

Key:

Officer Levels: Level 4 – Chief Executive, Level 3 – Strategic Directors and Service Directors, Level 2 – Service Managers

The following table gives an indication of the scope of control of the current management structure, delegations made under this scheme of delegation can be made by the officers listed insofar as those further delegations are:

Service Director Officer Current services (December 2018) Role: Business Support People Team, Business Support, Building Services, Reprographics, ICT, Accountancy, Treasury Services Management, Insurance, Accounts payable, Land Charges, Health and Safety, Emergency Planning and business continuity, Legal Services

Part 3 – Scheme of Delegation – Appendix 5 (Rev July 2019) Service Director Officer Current services (December 2018) Role: Contract and Technical Waste and Recycling, Car Parking, Leisure Management, Fleet Operations, Land Drainage, Services Contaminated Land, Grounds Maintenance, Arboriculture, Countrycare, Highways liaison, Procurement Commercial and Estates and valuation, North Weald Airfield, Licensing, Building Control, Environmental Health and Regulatory Services Environmental Co-ordination, Private Sector Housing, Community and Community Safety, Environment and Neighbourhood Services, Safeguarding, Community Health and Partnership Services Wellbeing and Museum, Heritage and Culture, Grant Aid, Youth Council, Local Strategic Partnership, Economic Development, Tourism, CARE Agency and Grants Customer Services Customer Services, Compliments and Complaints, Corporate Communications, Website, Public consultation, Revenues, Benefits, Debt recovery, cashiers, Democratic Services, Civic and Members Services, Elections, Data Protection/Freedom of Information, Currently allocated to a Transformation Programme, Project Management, Performance Monitoring, Corporate Plan/Equalities. Strategic Director Housing and Property Housing Management, Housing Options, Older peoples Housing, Home ownership, Housing Repairs,

Page 128 Page Services Housing Assets, Housing Development, Facilities Management, Depot Management. Planning Services Development Management, Planning Policy, Garden Town Liaison, Local Plan Implementation, Planning Enforcement, Tree Preservation, Landscape, Built Heritage, Conservation.

5. SPECIAL CIRCUMSTANCES

5.1 Where the proposed decision affects more than one service portfolio, there shall be an obligation for the other Cabinet members to be consulted before a decision is made.

5.2 Where a decision is of corporate significance or where there is a conflict of view, such matter shall stand referred to the Cabinet for consideration.

5.3 Cabinet members shall, in the exercise of delegated powers, consult with the Chairman of the appropriate Overview and Scrutiny Committee and the ward Councillor(s) where appropriate.

5.4 Cabinet Members shall have regard to the requirements of the Council's petitions procedure when making decisions on matters raised in such representations.

Part 3 – Scheme of Delegation – Appendix 5 (Rev July 2019) EXECUTIVE FUNCTIONS – DELEGATION BY THE LEADER OF COUNCIL Authorising Committee Officer(s) Authorised Subject and Function(s) Delegated and Minute Ref or Other Authority EXA1 Finance Sub-Committee AGENDA AND MINUTES - CHARGES TO SUBSCRIBERS (Minute 398 - 31.1.80) ANY LEVEL 3 OR 4 OFFICER WITHIN THEIR To approve charges. MANAGEMENT CONTROL EXA2 Housing Committee SERVICE DIRECTOR AGRICULTURAL DWELLINGS (Minute 74 – 4.3.92) HOUSING AND PROPERTY SERVICES To accept applications for rehousing and offer suitable alternative accommodation where the Agricultural Dwelling House Advisory Committee advises that the property is required for occupation by an agricultural employee in the interest of efficient agriculture.

EXA3 Environmental Health and HEALTH PROTECTION AIRCRAFT Control Committee AGENCY (HPA) Page 129 Page (Minute 10 – 10.5.78) (Any Consultant Staff Proper Officer for the purposes of the Public Health (Aircraft) Regulations 1970. Member)

EXA4 By Leader Decision dated: SERVICE DIRECTOR ASB Crime & Policing Act 2014 (see also Annex B for other delegations) 26 April 2016 COMMUNITY AND PARTNERSHIPS OR A Part 2 Criminal Behaviour Orders (CBO) LEVEL 2 MANAGER NOMINATED BY THEM. Section 29

To act in cooperation with the Chief Officer of Police when carrying out a review of a CBO on a person under 18 using existing ASB process (10.5) as attached.

Part 4, Chapter 3, Section 77 (2) (b) – Closure Notices

To issue closure notices of 24 and 48 hours pursuant to the above section.

Part 3 – Scheme of Delegation – Appendix 5 (Rev July 2019) Authorising Committee Officer(s) Authorised Subject and Function(s) Delegated and Minute Ref or Other Authority EXA5 Cabinet SERVICE DIRECTOR APPROPRIATIONS OF LAND (Minute 14(4) – 6.10.14) FOR HOUSING AND PROPERTY OR A LEVEL (a) To seek the consent of the Secretary of State for Communities and Local 2 MANAGER Government, pursuant to Section 19 of the Housing Act 1985, to appropriate land NOMINATED BY THEM held for housing purposes and identified for Council housebuilding for planning purposes; and

(b) Subject to the receipt of such consent, to advertise the Council’s intention to make the appropriation in accordance with the provisions of Section 122(A) of the 1972 Act.

EXA6 Leader Decision – 20 ASSETS OF COMMUNITY VALUE – LOCALISM ACT 2011 SECTIONS 87-92 December 2019 MONITORING OFFICER To determine nominations made by bodies set out within section 89 of the Localism

Page 130 Page Act 2011 on Assets of Community Value in accordance with the Council’s scheme

CHIEF EXECUTIVE To determine Appeals made by applicants on determinations made above

EXB1 Development Committee ANY LEVEL 4 MANAGER BUILDING ACT 1984 – SECTION 95 AUTHORISATION (Minute 19 – 30.5.2000) AND SERVICE DIRECTOR To authorise designated postholders to exercise powers under Section 95 of the COMMERCIAL AND Building Act 1984 to enter premises in connection with the enforcement of the REGULATORY Building Regulations. SERVICES OR A LEVEL 2 MANAGER NOMINATED BY THEM EXB2 Development Committee SERVICE DIRECTOR BUILDING REGULATIONS (Minute 23(1) – 6.2.74) COMMERCIAL AND REGULATORY To determine applications under the Building Regulations and associated legislation, Council Minute SERVICES OR A LEVEL including the Building Act 1984, (Minute 24(1) - 9.7.91) 2 MANAGER NOMINATED BY THEM

Part 3 – Scheme of Delegation – Appendix 5 (Rev July 2019) Authorising Committee Officer(s) Authorised Subject and Function(s) Delegated and Minute Ref or Other Authority EXB3 Development Committee SERVICE DIRECTOR BUILDING ACT 1984 (Minute 35(1) – 15.7.99) COMMERCIAL AND REGULATORY To act as Proper Officer for the purposes of Section 78 of the Building Act 1984. SERVICES OR BUILDING CONTROL SURVEYORS NOMINATED BY THEM

Development Committee SERVICE DIRECTOR BUILDING ACT 1984 (Minute 35(2) - 15.7.99) COMMERCIAL AND REGULATORY To carry out the following functions under the Building Act 1984: Page 131 Page SERVICES OR A LEVEL 2 MANAGER (a) Section 34 - serve notices requiring work contravening building regulations to NOMINATED BY THEM be removed or altered to achieve compliance;

(b) Section 77 - approve applications to a Magistrates' Court for an order requiring dangerous buildings or structures to be made safe;

(c) Section 79 - serve notices where it appears that a building is by reason of ruinous or dilapidated condition seriously detrimental to the amenities of the neighbourhood; and

(d) Section 81 - serve notices specifying certain matters and conditions in relation to the demolition of buildings.

EXB4 Personnel Sub-Committee SERVICE DIRECTOR BUILDING CONTROL – VETTING OF APPLICATIONS (Minute 138 – 20.3.90) and COMMERCIAL AND Development Committee REGULATORY To enter into working arrangements with other local authorities within East Anglia for SERVICES OR A LEVEL the checking of one(Minute 66 - 16.1.90) another's building regulation activities on a 2 MANAGER consultancy basis, this arrangement to be activated where staffing levels fall below NOMINATED BY THEM establishment or volume of applications submitted exceeds staffing capacity.

Part 3 – Scheme of Delegation – Appendix 5 (Rev July 2019) Authorising Committee Officer(s) Authorised Subject and Function(s) Delegated and Minute Ref or Other Authority EXB5 SERVICE DIRECTOR BUY-BACK OF FORMER COUNCIL HOUSING HOUSING AND PROPERTY SERVICE OR To decide, in consultation with the relevant Portfolio Holder, whether or not the A LEVEL 2 MANAGER Council would wish to exercise its pre-exemption rights to purchase former Council NOMINATED BY THEM properties previously sold under the Right to Buy (RTB), in accordance with the Housing Act (Right of First Refusal) (England) Regulations 2005, subject to a sufficient amount of unallocated “One for One Replacement” RTB Receipts or Section 106 financial contributions of affordable housing being available.

EXC1 Transportation Committee SERVICE DIRECTOR CAR PARK TARIFFS (Minute 115 – 26.1.93) CONTRACTS AND TECHNICAL SERVICES To determine individual tariffs in off-street Pay and Display Car Parks within agreed OR A LEVEL 2 policy. MANAGER NOMINATED

Page 132 Page BY THEM EXC2 Personnel Sub-Committee SERVICE DIRECTOR CAR PARKS (COUNCIL) (Minute 79 – 17.11.81) CONTRACTS AND TECHNICAL SERVICES To determine applications to use Council office car parks. OR A LEVEL 2 (See also under "Offices – Use of") MANAGER NOMINATED BY THEM EXC3 Policy & Co-ordinating SERVICE DIRECTOR CAR PARKS (PUBLIC) Committee CONTRACTS AND (Minute 44(3) - 29.11.83) TECHNICAL SERVICES To approve the use of Council car parks by charitable organisations or for other OR A LEVEL 2 charitable purposes. MANAGER NOMINATED BY THEM EXC4 Policy and Co-ordinating CHIEF EXECUTIVE; COMMERCIAL TENANCIES - SERVICE OF NOTICES Committee SERVICE DIRECTOR (Minute 66(a) - 4.12.90) (COMMERCIAL & To sign notices and answers to originate applications for new tenancies under Part II REGULATORY of the Landlord and Tenant Act 1954. SERVICES) OR A LEVEL 2 MANAGER NOMINATED BY THEM EXC5 Executive Committee ANY LEVEL 4 OR 3 COMPLAINTS AND COMPLIMENTS PROCEDURE (Minute 449 - 11.3.02) MANAGER

Part 3 – Scheme of Delegation – Appendix 5 (Rev July 2019) Authorising Committee Officer(s) Authorised Subject and Function(s) Delegated and Minute Ref or Other Authority To make payments up to £250 in respect of upheld complaints at Stages 1 & 2 EXC6 Council COMPULSORY COMPETITION - AUTHORITY FOR THE COUNCIL TO SUBMIT (Minute 74(3) - 20.12.88) CHIEF EXECUTIVE BIDS FOR WORK INSIDE THE DISTRICT

To submit bids for work inside the District, to utilise spare capacity/manpower only.

EXC7 Council CHIEF EXECUTIVE COMPULSORY COMPETITION - AUTHORITY FOR THE COUNCIL TO SUBMIT (Minute 74(3) - 20.12.88) BIDS FOR WORK OUTSIDE THE DISTRICT

To refer to the Management Board and through them to the Cabinet any proposal involving the authorisation of bids for work outside the district but only in the context of agreed policy for shared services.

EXC8 Policy and Resources ANY LEVEL 4, 3 or 2 CONFERENCES - ATTENDANCE BY OFFICERS Committee MANAGERS

Page 133 Page (Minute 347 - 14.2.78) To approve the attendance of officers at annual conferences, taking into account the subject matter of the conference and the budgetary provision made.

EXD1 Council (Minute 52 – SERVICE DIRECTOR DEBTS 12.12.2000) (CUSTOMER SERVICES); SERVICE To take steps to enforce a debt following the commencement of bankruptcy MANAGER (LEGAL proceedings, subject to action being reported to the Cabinet. SERVICES) OR NOMINATED DEPUTY); SERVICE DIRECTOR (COMMERCIAL & REGULATORY SERVICES) OR A LEVEL 2 MANAGER NOMINATED BY THEM

EXD2 Cabinet minute 25(3) – SERVICE DIRECTOR DEVELOPMENT AGREEMENTS 23.7.15 HOUSING AND PROPERTY SERVICES To enter into Development Agreements with private developers, and agree terms for OR A LEVEL MANAGER the purchase, for affordable rented housing required to be provided by developers in

Part 3 – Scheme of Delegation – Appendix 5 (Rev July 2019) Authorising Committee Officer(s) Authorised Subject and Function(s) Delegated and Minute Ref or Other Authority NOMINATED BY THEM accordance with Section 106 Agreements, where an opportunity is presented that is considered suitable and appropriate subject to the value being no more than the value considered by the Council to require a key decision.

EXE1 Policy & Co-ordinating SERVICE DIRECTOR ENERGY MANAGEMENT & CONSERVATION Committee COMMERCIAL AND (Minute 78 - 1.12.81) REGULATORY To implement the Council's policy. SERVICES OR A LEVEL 2 MANAGER NOMIATED BY THEM EXE2 Personnel Sub-Committee ANY LEVEL 4 OR 3 EX GRATIA PAYMENTS (Minute 67 - 24.11.87) MANAGER To consider and approve the making of appropriate ex gratia payments to staff at all levels for temporarily undertaking significant additional duties and responsibilities

Page 134 Page subject, in the case of emergencies where payments are not covered by the approved salary budget, to a report being made to the Cabinet.

EXF1 Leisure Services Committee SERVICE DIRECTOR FEES AND CHARGES – LEISURE (Minute 5 - 23.5.91) CONTRACTS AND TECHNICAL SERVICES To approve the level of fees and charges within the parameters outlined within the (LEISURE CONTRACT) , Leisure Management Contract. SERVICE DIRECTOR COMMUNITY AND To introduce individual pricing charges for Community Health and Wellbing and PARTNESHIPS Museum, Heritage and Culture generally in line with the current level of inflation, or (CULTURAL AND in certain circumstances at a rate which reflects the true cost of providing the COMMUNITY SERVICES) service. OR A LEVEL 2 MANAGER NOMINATED BY THEM

EXF2 Public Health Committee HPA FOOD HYGIENE - ENTRY TO PREMISES (Minute 72 - 21.9.83) (Any Consultant Staff Member) To act as registered medical practitioner to the Council under the Public Health (see also under (Control of Disease) Act 1984 and thereby authorised to enter any premises, vessel "Disease Control") or aircraft for the purpose of regulations made under that section.

Part 3 – Scheme of Delegation – Appendix 5 (Rev July 2019) Authorising Committee Officer(s) Authorised Subject and Function(s) Delegated and Minute Ref or Other Authority EXG1 Portfolio Holder Decision SERVICE DIRECTOR GARAGES HSG-029 – 2009/10 HOUSING AND PROPERTY SERVICES To sell isolated garages in accordance with the Council’s Policy. OR A LEVEL 2 MANAGER NOMINATED BY THEM EXH1 Housing Services SERVICE DIRECTOR HARDSTANDINGS - COUNCIL HOUSES Committee HOUSING AND (Minute 155 - 12.2.80) PROPERTY SERVICES (a) To approve, subject to satisfactory works to boundary walls, hedges and OR A LEVEL 2 fences and other necessary works and also Essex County Council being satisfied as MANAGER NOMINATED to the standard of footpath crossings, applications by tenants to construct car BY THEM hardstandings in front gardens; and

(b) To apply the above policy to hardstandings provided by tenants without permission.

Page 135 Page EXH2 Council Housebuilding SERVICE DIRECTOR HOMES AND COMMUNITIES AGENCY – SHORT FORM AGREEMENTS Cabinet Committee HOUSING AND (Minute 4 (5) – 10.7.13) PROPERTY SERVICES That the Service Director (Housing and Property Services) be authorised to enter OR A LEVEL 2 into Short Form Agreements with the Homes and Communities Agency for all MANAGER NOMINATED (Council housing) developments, to enable affordable rents to be charged for the BY THEM properties built under the Housebuilding Programme, and that the “Provider Representative” named in the Agreements be a senior figure at East Thames Group.

EXH3 Council Housebuilding SERVICE DIRECTOR HOUSEBUILDING PROGRAMME – ALLOCATION OF FUNDING TO SCHEMES Cabinet Committee HOUSING AND (Minute 5 (3) – 10.7.13) PROPERTY SERVICES That, once the Cabinet Committee has authorised the use and provisional level of OR A LEVEL 2 subsidy required for individual developments and/or development packages, the MANAGER NOMINATED Service Director (Housing and Property Services) be authorised to allocate funding BY THEM from the sources listed in Minute 5 (1) of the Housebuilding Cabinet Committee held on 10th July 2013 to individual developments and/or development packages – utilising the most appropriate source of funding for the development(s), having regard to the time limits within which they must be utilised - up to and in excess of the provisional level approved by the Cabinet Committee, once tenders to undertake the works have been received from contractors, subject to:

Part 3 – Scheme of Delegation – Appendix 5 (Rev July 2019) Authorising Committee Officer(s) Authorised Subject and Function(s) Delegated and Minute Ref or Other Authority (a) The amount allocated being no more than 15% of the level provisionally approved by the Cabinet Committee; (b) Sufficient funds being available at the time of allocation; and (c) The Cabinet Committee receiving a report to its next meeting on the amount of subsidy allocated, and its source of funding.

Note - Minute 5 (1) of the Housebuilding Cabinet Committee held on 10th July 2013 lists the following sources of funding:

 Loans from PWLB  Capital receipts from additional RTB sales covered by the Agreement with CLG  Current and future financial contributions for affordable housing from Section 106 Agreements Page 136 Page  Capital receipts from the sale of HRA land or building, where the Cabinet has specifically agreed that they should be used to help fund the Council Housebuilding Programme  Grant from the HCA  Any other external funding sources. EXH4 Housing Committee SERVICE DIRECTOR HOUSING ACCOMMODATION – ALLOCATION (Minute 125-27.1.97) HOUSING AND PROPERTY SERVICES To allocate accommodation in accordance with the Housing Allocations Scheme. OR A LEVEL 2 MANAGER NOMINATED BY THEM EXH5 Housing Committee SERVICE DIRECTOR HOUSING ACCOMMODATION - DESIGNATION FOR ELDERLY (Minute 49 – 30.10.91) HOUSING AND PROPERTY SERVICES To cancel designations. OR A LEVEL 2 MANAGER NOMINATED BY THEM

Part 3 – Scheme of Delegation – Appendix 5 (Rev July 2019) Authorising Committee Officer(s) Authorised Subject and Function(s) Delegated and Minute Ref or Other Authority EXH6 Housing Committee SERVICE DIRECTOR HOUSING ACCOMMODATION – TENANCIES FOR 'LIVE IN' CARERS (Minute 41(20) & (21) – HOUSING AND 17.9.96) PROPERTY SERVICES To grant requests to provide or extend joint tenancies to 'live in' carers where such OR A LEVEL 2 requests are considered to be justified. MANAGER NOMINATED BY THEM EXH7 Housing Committee SERVICE DIRECTOR HOUSING DEFECTS - PLANNING APPLICATIONS FOR REINSTATEMENT (Minute 93(b) - 11.3.87) HOUSING AND WORKS PROPERTY SERVICES OR A LEVEL 2 To submit applications for deemed planning consent in connection with the MANAGER NOMINATED reinstatement of all Council owned designated defective dwellings. BY THEM EXH8 Portfolio Holder Decision SERVICE DIRECTOR HOUSING LAND – USE FOR COMMUNITY EVENTS (1.3.04) HOUSING AND PROPERTY SERVICES To grant licences for community events to be held on housing land in the future, OR A LEVEL 2 subject to consultation with Ward Members and local residents (where residential Page 137 Page MANAGER NOMINATED properties are located nearby) and all health and safety insurance requirements BY THEM being met by the organisation staging the event.

EXH9 Council SERVICE DIRECTOR HOUSING LAND - SURPLUS PLOTS (Minute 23(7)(2) - 29.6.82) HOUSING AND Housing Committee PROPERTY SERVICES To negotiate, agree terms and dispose of surplus plots of garden land (in (Minute 116(4) - 26.1.98) OR A LEVEL 2 consultation with the relevant Portfolio Holder and appropriate Ward Members) as MANAGER NOMINATED identified by the Council. BY THEM (in consultation with the appropriate Portfolio Holder)

EXH10 Deleted July 2018 EXH11 Cabinet (Minute 155 – SERVICE DIRECTOR HOUSING OPTIONS CONSORTIUM 6.2.06) HOUSING AND PROPERTY SERVICES To exercise the Cabinet's functions in respect of the Housing Options Consortium, OR A LEVEL 2 being a partnership of local authorities of which the Council is a member. MANAGER NOMINATED BY THEM

Part 3 – Scheme of Delegation – Appendix 5 (Rev July 2019) Authorising Committee Officer(s) Authorised Subject and Function(s) Delegated and Minute Ref or Other Authority EXH12 Housing Committee SERVICE DIRECTOR HOUSING REGISTER RULES – WAIVING (Minute 74 - 4.3.92) HOUSING AND PROPERTY SERVICES To waive Housing Register Rules where the Service Director (Housing and Property OR A LEVEL 2 Services) considers there are good grounds for so doing. MANAGER NOMINATED BY THEM EXH13 Housing Services SERVICE DIRECTOR (HOUSING) MUTUAL EXCHANGES Director Committee HOUSING AND (Minute 6(a)(iii) - 29.10.73) PROPERTY SERVICES To approve applications under the Mutual Exchange Scheme. OR A LEVEL 2 MANAGER NOMINATED BY THEM EXI1 Public Health Committee HPA ILLNESS - PERSONS IN NEED OF CARE AND ATTENTION (Minute 72 - 21.9.83) (Any Consultant

Page 138 Page member of staff) To act as proper officer to the Council for the purposes of Section 47 of the National Assistance Act 1948 (removal to suitable premises of persons in need of care and attention or those suffering from grave chronic illness).

EXI2 Public Health Committee HPA INFECTIOUS AND COMMUNICABLE DISEASES (Minute 72 - 21.9.83) (Any Consultant (Minute 92 - 17.3.92) member of staff) To act as proper officer to the Council for the purposes of the Public Health (Infectious Diseases) Regulations 1968, the Public Health (Control of Diseases) Act 1984 and Section 47 of the National Assistance Act 1948.

Part 3 – Scheme of Delegation – Appendix 5 (Rev July 2019) Authorising Committee Officer(s) Authorised Subject and Function(s) Delegated and Minute Ref or Other Authority EXL1 Council (Minute 23 – SERVICE DIRECTOR LAND DRAINAGE AND FLOOD DEFENCE 15.5.08) CONTRACTS AND TECHNICAL SERVICES To act under the statutory provisions in the Epping Forest District Council – Land Cabinet (Minute 42 – AND ANY LEVEL 2 Drainage Byelaws 2005. 29.7.13) MANAGER NOMINTED BY THEM (AND To act under the statutory provisions listed below: RELEVANT STAFF DULY AUTHORISED TO ACT Land Drainage Act 1991 ON HIS BEHALF) Section 14 General drainage powers to maintain, construct and improve drainage works etc

Section 15 Disposal of spoil from works to watercourse

Section 23, Consenting to and enforcement of ordinary watercourses as delegated 24 and 25 by Essex County Council as amended by the Flood & Water Management Act 2010 Page 139 Page Sections 26 Powers to require works for maintaining flow of watercourses etc and 27

Section 64 Powers of entry for internal drainage boards and local authorities

Public Health Act 1936 Section 260 Power to deal with ponds, ditches etc

Section 262 Power to require culverting of watercourses and ditches where building operations in prospect

Section 263 Approval of plans to culvert or cover any stream or watercourse

Section 264 Issue of notice requiring the repair or cleansing of culverts

To approve updates to the list of legislation set out above.

Part 3 – Scheme of Delegation – Appendix 5 (Rev July 2019) Authorising Committee Officer(s) Authorised Subject and Function(s) Delegated and Minute Ref or Other Authority EXL2 Leader decision May 2016 SERVICE DIRECTOR LANDLORD AND TENANT - MANAGEMENT OF COUNCIL PROPERTY COMMERCIAL AND REGULATORY (a) To serve notices under Part II of the Landlord and Tenant Act 1954 as SERVICES OR A LEVEL amended by Part I of the Law of Property Act 1969 in connection with negotiation of 2 MANAGER new rentals for Council properties. NOMINATED BY THEM (b) To take immediate corrective management action (except the institution of ESTATES legal proceedings) for breaches of covenant in leases of shops, industrial estates MANAGEMENT and industrial land SPECIALIST (c) For all property transactions including acquisitions, disposals, new lettings, (in amounts shown in lease renewals, lease surrenders, rent reviews, sub-lettings / assignments, all column 4) licences (including change of use, alterations), deeds of variations, wayleaves and rights of way, and licences to cross council land.

Page 140 Page SERVICE DIRECTOR HOUSING AND Officers delegated to approve the above transactions for the following amounts and PROPERTY SERVICES by the Officer approval levels shown: (or officer duly authorised) for Land Revenue transactions: held under Housing Act Powers Only Level 2 Manager/ Estate Management Specialist – up to £25,000 per year Service Director - £25,001 to £100,000 per year

Capital Transactions:

level two manager – up to £50,000 per transaction Service Director - £50,001 to £500,000 per transaction

(d) To approve licences to assign and licences for change in use in consultation with the relevant Portfolio Holder. EXN1 Policy and Co-ordinating SERVICE DIRECTOR NAMING OF STREETS Committee Minute 44(3) – BUSINESS SERVICES 29.11.83 OR A LEVEL 2 To approve the names of new streets in accordance with the Town and Police MANAGER NOMINATED Clauses Act 1847, where, following consultation, one name is agreed by all parties. BY THEM

Part 3 – Scheme of Delegation – Appendix 5 (Rev July 2019) Authorising Committee Officer(s) Authorised Subject and Function(s) Delegated and Minute Ref or Other Authority EXN2 Council (Minute 138 – SERVICE DIRECTOR NORTH WEALD AIRFIELD - NON COMMERCIAL LETTINGS 28.4.09) COMMERCIAL AND Portfolio Holder Decision REGULATORY (a) To negotiate and produce agreements and licences for all regular bookings L/001/2005/6 dated 20.5.05 SERVICES OR A LEVEL and single events (of a non public character) which comply with the standard licence 2 MANAGER agreement and fees operated by the Council. NOMINATED BY THEM (b) To negotiate in liaison with the Airfield Manager, any arrangements regarding use of the Airfield (except those which fall under item (1) above), and, where appropriate, to draft and execute appropriate agreements or licences for all Airfield uses including any negotiated under (a) above,

(c) That subject to compliance with the Council’s policy to sanction the Concessionary Hire of Leisure Facilities by, or on behalf of, registered charities, for Fundraising Events.

EXN3 Public Health Committee HPA NOTIFIABLE DISEASES Page 141 Page (Minute 72 – 21.9.83) (Any Consultant member of staff) (See also under To act as proper officer for the purposes of the Public Health (Control of Disease) "Disease Control") Act 1984.

EXN4 Cabinet (Minute 142 – SERVICE DIRECTORS NUISANCES 14.3.05) FOR COMMERCIAL AND REGULATORY AND Authority to make closure orders under Section 40 of the Anti Social Behaviour Act COMMUNITY AND 2003 and to give notices of cancellation of closure orders under Section 41 of that PARTNERSHIPS Act SERVICES OR A LEVEL 2 MANAGER NOMINATED BY THEM (or authorised Officer)

Part 3 – Scheme of Delegation – Appendix 5 (Rev July 2019) Authorising Committee Officer(s) Authorised Subject and Function(s) Delegated and Minute Ref or Other Authority EXO1 Personnel Sub-Committee ANY LEVEL 4 OR 3 OFFICES - USE OF (Minute 79 – 17.11.81) MANAGER To determine applications to use Council offices (See also under "Car Parks (Council)").

EXO2 Cabinet Minute 151(10) – SERVICE DIRECTOR OFF STREET CAR PARKING SCHEMES 18.4.11 HOUSING AND PROPERTY SERVICES "To submit planning applications for future off-street parking schemes at the appropriate time after the resident consultation exercise."

EXO3 Policy and Resources SERVICE DIRECTOR ORDNANCE SURVEY Committee BUSINESS SERVICES (Minute 3 – 11.10.73) OR A LEVEL 2 To act as proper officer for the purposes of Section 191 of the Local Government Act MANAGER NOMINATED 1972 (Marking out and checking of reputed boundaries).

Page 142 Page BY THEM

EXP1 Leader Decision dated April SERVICE DIRECTOR PARTY WALL ACT 1996 2016 (COMMERCIAL & REGULATORY SECTION 10 (8) SERVICES) OR A LEVEL 2 MANAGER To act as Appointed Officer pursuant to Section 10(8) of the Party Wall Act 1996 NOMINATED BY THEM which allows the appointment of a third surveyor to resolve party wall disputes.

PRINCIPAL BUILDING CONTROL SURVEYOR EXP2 Policy and Co-ordinating PHYSICAL ASSAULTS ON STAFF Committee SERVICE MANAGER (Minute 99 – 21.11.89) LEGAL SERVICES In the event of the Crown Prosecution Service not proceeding after physical assault on a Council employee, to give instructions to prosecute where theyconsider that the Attorney General's guidelines for prosecutions in a private prosecution for assault are satisfied.

EXP3 Environment Portfolio SERVICE DIRECTOR Pollution Prevention - Idling Vehicles Fixed Penalty Notices Holder Decision COMMERCIAL AND ENV-004-2017/18 REGULATORY Authority under the Road Traffic (Vehicle Emissions) (Fixed Penalty) (England) SERVICES Regulations 2002 to issue fixed penalty notices in respect of idling vehicles.

Part 3 – Scheme of Delegation – Appendix 5 (Rev July 2019) Authorising Committee Officer(s) Authorised Subject and Function(s) Delegated and Minute Ref or Other Authority Or suitably qualified officers EXP4 Housing Committee SERVICE MANAGER POSSESSION ORDERS - MORTGAGE ARREARS (Minute 74 – 4.3.92) LEGAL SERVICES IN CONSULTATION WITH A To obtain and execute in the case of mortgage arrears where an Order for RELEVANT LEVEL 4 OR possession is granted by the Courts, a warrant for the possession of a property. 3 MANAGER To offer for sale on the open market any property subsequently repossessed.

EXP5 Housing Committee SERVICE DIRECTOR POSSESSION ORDERS - RENT ARREARS/GAS SAFETY INSPECTIONS AND (Minute 75 – 14.11.95) (HOUSING & PROPERTY OTHER RELATED ACTIONS SERVICES) OR A LEVEL 2 MANAGER (a) To serve notices of seeking possession for any of the grounds contained in Page 143 Page NOMINATED BY THEM, Schedule 2 of the Housing Act 1985; IN CONJUNCTION WITH SERVICE MANAGER (b) Where considered appropriate, to serve notices to quit in cases where the (LEGAL SERVICES); tenant is not a secure tenant as defined in the Housing Act 1985; SERVICE DIRECTOR (COMMERCIAL & (c) To institute proceedings in the County Court for the possession of properties REGULATORY following service of a notice seeking possession or a notice to quit; SERVICES) OR A LEVEL 2 MANAGER (d) To institute proceedings in the County Court for the recovery of rent, court NOMINATED BY THEM costs and service charges; and

(e) To obtain and execute a warrant for eviction where possession has been awarded by the Court. In respect of secure and non-secure tenancies of Housing Revenue Account properties:

Housing Committee (f) to approve and sign Notices and Seeking Possession and Notices to Quit; (Minute 46 – 12.9.2000) (g) to initiate proceedings in the County Court for possession and the recovery of rent, mesne profits, service charges and court costs, in accordance with relevant legislation; and

Part 3 – Scheme of Delegation – Appendix 5 (Rev July 2019) Authorising Committee Officer(s) Authorised Subject and Function(s) Delegated and Minute Ref or Other Authority

(h) to seek and execute warrants of execution for possession; and

(i) to undertake the actions set out in (a), (b) and (c) above, in respect of non- secure tenancies and licences at the Council’s Homeless Persons’ Hostel (Norway House) including the eviction of any homeless person who defaults in the payment of accommodation charges for four successive weeks or more. Housing Management Sub Committee (Minute 161 – 15.2.77)

Portfolio Holder Decision (j) Approve and sign Notices of Seeking Possession on the grounds of a breach (24.3.2004) of tenancy conditions for not allowing the Council access to undertake required

Page 144 Page repairs and maintenance;

(k) Initiate proceedings in the County Court for possession or to provide access for the purpose of undertaking the statutory annual Gas Safety Inspection in accordance with the relevant legislation; and

(l) Seek and execute warrants of execution for possession authorised by the Court.

EXP6 Deleted December 2018 EXP7 Cabinet (Minute 109 – SERVICE DIRECTOR PRIVATE SECTOR HOUSING – ASSISTANCE (including Decent Homes 18.12.06) COMMUNITY AND Repayable Assistance, Small Works Repayable Assistance, Thermal Comfort PARTNERSHIPS Grants, Conversion Grants, Empty Homes Repayable Assistance and Disabled SERVICES OR A LEVEL Facilities Grants) 2 MANAGER NOMINATED BY THEM To exercise the powers and duties under relevant legislation. (See also ‘Private Sector Housing – General’)

EXP8 Cabinet (Minute 184 – SERVICE DIRECTOR PRIVATE SECTOR HOUSING – GENERAL 10.4.06) COMMERCIAL AND REGULATORY To exercise the powers and duties set out in Annex A including powers of entry by SERVICES OR A LEVEL warrant where this is not specified in the legislation listed.

Part 3 – Scheme of Delegation – Appendix 5 (Rev July 2019) Authorising Committee Officer(s) Authorised Subject and Function(s) Delegated and Minute Ref or Other Authority 2 MANAGER NOMINATED BY THEM

To authorise updates to the list of legislation set out in Annex A (see also ‘Private Sector Housing )

EXR2 Housing Portfolio Holder SERVICE DIRECTOR RENEWAL OF LEASES WITH NACRO Decision HOUSING AND PROPERTY SERVICES To renew leases (and any subsequent leases) on expiry for a further 5 years on the HSG-027-2015/16 OR A LEVEL 2 12 properties currently leased to NACRO provided there is a continuing need to

Page 145 Page MANAGER NOMINTADE accommodate vulnerable younger homeless applicants. Dated 11 February 2016 BY THEM

EXR3 Housing Management SERVICE DIRECTOR RENT ARREARS - DECEASED TENANTS Sub-Committee (HOUSING & PROPERTY (Minute 152(c)(2) – 11.3.80) SERVICES) OR A LEVEL To write off rent arrears in respect of deceased tenants, where there is no means of 2 MANAGER recovering the debt. NOMINATED BY THEM; SERVICE DIRECTOR (COMMERCIAL & REGULATORY SERVICES) OR A LEVEL 2 MANAGER NOMINATED BY THEM

EXR4 Cabinet Minute 46 – 12.9.11 SERVICE DIRECTOR RESTRICTIVE COVENANTS – HOUSING IN MULTIPLE OCCUPATION COMMERCIAL AND REGULATORY To agree requests to vary restrictive covenants on former Council houses, in order to SERVICES OR A LEVEL grant permission for their use as privately-rented shared accommodation, provided all of the conditions set out in Cabinet Minute 46 – 12.9.11 have been met.

Part 3 – Scheme of Delegation – Appendix 5 (Rev July 2019) Authorising Committee Officer(s) Authorised Subject and Function(s) Delegated and Minute Ref or Other Authority 2 MANAGER NOMINATED BY THEM

EXR5 Housing Portfolio Holder ANY LEVEL 4 MANAGER AUTHORITY FOR RIGHT TO BUY (RTB) SALES AND POST-COMPLETION Decision AND SERVICE RELATED MATTERS DIRECTOR HOUSING HSG-001-2018/19 AND PROPRTY To sell the freehold or leases of properties in accordance with then current SERVICES OR A LEVEL legislation. Example as of the terms of sale that are prescribed by legislation are: 2 MANAGER NOMINATED BY THEM  The discount level applicable at the time of sale of a property,  which tenants fulfil the criteria for purchasing their properties (freehold or leasehold) Page 146 Page  the method of valuation of a property.

To re-mortgage the property without repaying the discount. If the reason the loan is requested for is one specified by statute the Council has no discretion but to consent. There may also be additional borrowing involved (which the Council would agree to postpone its charge for in accordance with statute).

Re-mortgages where the Service Director (Housing and Property Services) agrees, if the Council wishes to exercise its discretion and agree to postpone its charge in respect of additional borrowing, which is not to be used for one of the statutory ‘approved purposes’.

If the owner of a RTB property intends to sell within 10 years, the Council must first be offered the right to buy it back. The Council would either proceed to buy the property back (the purchase being in accordance with statute) or issue a consent to the Land Registry allowing the property to be sold on the open market.

To the release of a restriction/charge on the title to a property if the owner repays the discount or the relevant time period has lapsed. (i.e. for matters relating to repayment of discount, discharge of legal charge, redemption of mortgage(s) etc.)

For leaseholders, to extend the term of a lease for an additional ninety years from

Part 3 – Scheme of Delegation – Appendix 5 (Rev July 2019) Authorising Committee Officer(s) Authorised Subject and Function(s) Delegated and Minute Ref or Other Authority the end of the current lease term. The provisions of the new lease and method of valuation are specified by statute.

For leaseholders, to purchase the freehold of a block of flats and the estate if sufficient numbers of tenants apply to the Council. Again, the process to be followed is set out in legislation.

For subsequent purchasers of freehold properties to enter onto a Deed of Covenant to ensure that they are bound by the positive covenants mentioned in the Transfer (which do not run with the land).

To enter into Deeds of Rectification/Variation to enable us to rectify errors relating to title, plans etc.

To give delegated authority to the Service Director (Housing and Property Services) to determine requests for the release of covenants restricting development within the Page 147 Page curtilages of properties previously sold under the Right to Buy, and whether or not the release should be agreed, having regard to what would be the reasonable viewpoint of both parties, noting that the Council is not entitled to any payment for the release of the covenant (other than payment of the Council’s reasonable legal costs), in accordance with current case law.

(The Housing Act 1985 and various other acts and subsequent legislation (i.e. statutory instruments) govern the Right to Buy sales and other related matters; the list mentioned above is not exhaustive. Any future legislation will also impact the way such matters are dealt with.)

To sign documentation/letters that require execution by way of signature, such as, pre-emption rights consent, exempted disposal consent, postponement letters and similar consents.

EXS1 Cabinet SERVICE DIRECTORS “SAFER, CLEANER, GREENER” LEGISLATION – AUTHORISATION OF (Minute 184 – 10.4.06) CONTRACTS AND OFFICERS TECHNICAL SERVICES Leader decision OR COMMERCIAL AND To exercise those functions relating to the management and provision of the 2/11 (May 2011) REGULATORY Environmental Health Service set out in the list of environmental health legislation in

Part 3 – Scheme of Delegation – Appendix 5 (Rev July 2019) Authorising Committee Officer(s) Authorised Subject and Function(s) Delegated and Minute Ref or Other Authority SERVICESs Annex B including, where necessary, powers of entry by warrant. (or suitably qualified officers authorised by the above-named)

Portfolio Holder Decision Appropriate Portfolio To delegate appropriate powers to Officers relating to the management and ENV/004/2009-10 Holder provision of the Environmental Health Service set out in the attached list of environmental health legislation as set out in Annex B. Council (Minute – 20.4.10) To approve updates to the list of environmental legislation set out in Annex B.

EXS2 Council SERVICE DIRECTOR SALE OF COUNCIL HOUSES - DISCOUNTS (Minute 24(2) – 30.6.81) HOUSING AND

Page 148 Page PROPERTY SERVICES To determine, under Part V of the Housing Act 1985, applications for discounting of OR A LEVEL 2 entitlement periods where a potential purchaser lives with their parents. MANAGER NOMINATED BY THEM (after considering the views of the Portfolio Holder)

EXS3 Council SERVICE DIRECTOR SALE OF COUNCIL HOUSES - RESTRICTIVE COVENANTS, MINOR (Minute 40(4) – 15.7.86) HOUSING AND EXTENSIONS AND ALTERATIONS PROPERTY SERVICES OR A LEVEL 2 To deal with applications for minor extensions or alterations in sold Council houses MANAGER NOMINATED in accordance with the terms of the house sales agreement. BY THEM

Housing Committee To agree, in consultation with the Portfolio Holder, future requests for release of Minute 117(5) & (6) restrictive covenants to allow development within the curtilage of former Council properties, prior to planning permission being obtained.

Part 3 – Scheme of Delegation – Appendix 5 (Rev July 2019) Authorising Committee Officer(s) Authorised Subject and Function(s) Delegated and Minute Ref or Other Authority To negotiate terms for the release of covenants agreed by the Service Director (Housing and Property Services), subject to the outcome being reported to the Portfolio Holder for approval.

EXS4 Council SERVICE DIRECTOR SALE OF COUNCIL HOUSES - VALUATIONS (Minute 11(c) – 2.6.77) HOUSING AND PROPERTY SERVICES To carry out all valuations in respect of sale of Council houses. OR A LEVEL 2 MANAGER NOMINATED BY THEM

EXS5 Policy and Resources CHIEF EXECUTIVE SECURITIES Committee (Minute 3 – 11.10.73) To act as proper officer for the purposes of Section 146 (1)(a)(b) of the Local Government Act 1972 (declarations and certificates regarding securities).

Page 149 Page EXS6 Public Health Committee HPA (Any Consultant SHIPS (Minute 73 – 21.9.83) member of staff) To act as proper officer to the Council for the purposes of the Public Health (Ships) Regulations 1970.

EXS7 Housing Committee SERVICE MANAGER SQUATTERS - EVICTION (Minute 121 – 8.11.77) LEGAL SERVICES To take such urgent action as is necessary to secure the vacation of any Council (in consultation with properties, which are occupied by squatters. Service Director Housing and Property Services)

EXS8 Deleted July 2018 EXS9 Personnel Sub-Committee ANY LEVEL 3 OR 4 STAFF - TRAVELLING ALLOWANCES (Minute 3 – 31.5.83) MANAGER To consider and adjudicate on any request to make an exception to policy for reimbursement of travelling expenses in pursuance of an officer's duties, being limited to second class rail fare.

Part 3 – Scheme of Delegation – Appendix 5 (Rev July 2019) Authorising Committee Officer(s) Authorised Subject and Function(s) Delegated and Minute Ref or Other Authority EXS10 Deleted July 2018 EXS11 Policy & Co-ordinating ANY LEVEL 3 OR 4 SUBSCRIPTIONS - OUTSIDE ORGANISATIONS Committee (Minute 23 – MANAGER 5.10.93) To pay subscriptions in respect of organisations on which the Council is represented at member level.

EXS12 Public Health Committee SERVICE MANAGER SUNDAY TRADING - CAR BOOT SALES (Minute 46 – 19.9.84) LEGAL SERVICES IN CONJUNCTION WITH To institute proceedings in respect of such sales where complaints have been THE RELEVANT received and satisfactory evidence is available. SERVCE DIRECTOR

EXS13 Portfolio Holder SERVICE DIRECTOR SUPPORTING PEOPLE – SIGNING OF CONTRACTS decision reference HOUSING AND Page 150 Page H/026/2002-3 PROPERTY SERVICES To sign the Supporting People “Block Subsidy” and “Block Grants” contracts with OR A LEVEL 2 Essex County Council for 2003/03, and subsequent years, in order to receive MANAGER NOMINTADE funding from the Essex Supporting People Commissioning Body for the provision of BY THEM support services.

EXT1 Council Minute 127 – CHIEF FINANCIAL TAX BASE 23.4.13 OFFICER To declare the Council’s Domestic and NNDR Tax Bases in accordance with the Local Government Finance Act 1992 and the Local Authorities (Calculation of Tax Base)(England) Regulations 2012 and any subsequent legislation.

EXT2 Personnel Sub-Committee ANY LEVEL 3 OR 4 TEMPORARY STAFF (Minute 37 – 14.2.74) MANAGER OR LEVEL 2 MANAGER NOMINATED To engage temporary staff and/or part time staff and subject to the overall estimated BY THEM salaries bill for the service concerned not being exceeded in any one year.

EXT3 Housing Services SERVICE DIRECTOR TENANCIES - COUNCIL HOUSES Committee HOUSING AND (Minute 6(a)(iii) – PROPERTY SERVICES To allocate tenancies in accordance with the Housing Allocation Scheme. 29.10.73) OR A LEVEL 2

Part 3 – Scheme of Delegation – Appendix 5 (Rev July 2019) Authorising Committee Officer(s) Authorised Subject and Function(s) Delegated and Minute Ref or Other Authority MANAGER NOMINATED BY THEM

EXT4 Portfolio Holder SERVICE DIRECTOR TENANCIES – DEMOTED TENANCY ORDERS Decision (23.8.04) HOUSING AND PROPERTY SERVICES Inter alia: OR A LEVEL 2 (1) To serve demoted tenancy notices in appropriate cases; MANAGER NOMINATED BY THEM (2) To apply to the County Court for Tenancy Demotion Orders and subsequent Possession Orders in appropriate cases.

EXT5 Housing Management SERVICE DIRECTOR TENANCIES - SERVICE Sub-Committee HOUSING AND (Minute 33(c)(2) – 15.5.74) PROPERTY SERVICES To accept any application for priority Council housing in cases where a tenant of Page 151 Page OR A LEVEL 2 service accommodation reaches retirement age after having occupied the MANAGER NOMINATED accommodation for a minimum of 15 years. BY THEM

EXU1 Housing Portfolio Holder SERVICE DIRECTOR USE OF OPEN SPACES ON LAND HELD UNDER HOUSING ACT POWERS Decision HSG/-33/2013-14 HOUSING AND PROPERTY SERVICES To agree or refuse (in consultation with Ward Members), events managed by Town OR A LEVEL 2 and Parish Councils or other organisations on any land held under Housing Act MANAGER NOMINATED powers; provided the Council enters into an Agreement with the organisation BY THEM meeting the Council’s required conditions.

EXW1 Housing Services SERVICE DIRECTOR WARRANTS OF DISTRAINT Committee HOUSING AND (Minute 6(d)(1) – 29.10.73) PROPERTY SERVICES To issue warrants of distraint in housing cases. OR A LEVEL 2 MANAGER NOMINATED BY THEM

EXW2 Development Committee SERVICE MANAGER WARRANTS FOR ENTRY (Minute 60 – 6.1.93) LEGAL SERVICES IN

Part 3 – Scheme of Delegation – Appendix 5 (Rev July 2019) Authorising Committee Officer(s) Authorised Subject and Function(s) Delegated and Minute Ref or Other Authority Public Health Committee CONSULTATION WITH To make applications to the Magistrates Court for entry pursuant to the (Minute 52 – 17.11.92) THE RELEVANT Environmental Protection Act 1990, Public Health Acts 1936-61, Control of Pollution Housing Committee SERVICE DIRECTOR Act 1974, Clean Air Acts 1956-68, Food Safety Act 1990, Building Act 1984, Housing (Minute 56 – 24.11.92) Acts 1957-85 and Local Government and Housing Act 1989.

Development Committee To make applications to the Magistrates' Court for warrants of entry in accordance (Minute 60 – 6.1.92) with the Building Act 1984 and the Town and Country Planning 1990.

EXW3 Public Health Committee SERVICE DIRECTOR WASTE DISPOSAL ON LAND (Minute 144(a) – 9.3.77) COMMERCIAL AND REGULATORY To submit representations to Essex County Council on any proposed licence. SERVICES OR A LEVEL

Page 152 Page 2 MANAGER NOMINATED BY THEM (after consideration of any views of the Portfolio Holder and local ward member(s))

Part 3 – Scheme of Delegation – Appendix 5 (Rev July 2019) Annex A

DELEGATIONS UNDER THIS ANNEX MAY BE UNDERTAKEN BY ANY CHIEF OFFICER (OR OFFICER APPOINTED BY THEM) PURSUANT TO THEIR AREA OF MANAGERIAL RESPONSIBILITY

PRIVATE SECTOR HOUSING - SCHEDULE OF DELEGATION

Building Act 1984 Sections 59-62, 63, 64, 66, 67, 68, 70, 71, 76, 79, 84-85, 91-115.

Caravan Sites and Control of Development Act 1960 Sections 1, 2, 3, 4-5, 8-11, 12, 23, 24, 25, 26.

Caravan Sites Act 1968 Sections 3, 14.

Civil Evidence Act 1995 Section 9.

Clean Neighbourhoods and Environment Act 2005 Sections 102, 103.

Criminal Procedure and Investigations Act 1996 Section 26.

Environmental Protection Act 1990 Sections 79-82, Schedule 3.

Home Energy Conservation Act 1995 Sections 2, 5.

Home Safety Act 1961 Section 1.

Housing Act 1985 Sections 17, 54, 265-275, 289, 290-297, 300-306, 308, 309, 319, 320, 324-340, 435-443, 523, 535- 537, 540-542, 544-546, 584A, 584B, 596, 597, 609, 611, 617.

Housing Grants, Construction and Regeneration Act 1996 Sections 1-3, 19, 21-24, 29-31, 34-44, 51, 52, 55-57, 95.

Housing Act 2004 Sections 4, 5, 7, 8, 10, 11, 12, 16, 17, 20, 21, 25-29, 31-32, 40-43, 46, 47, 49, 50, 55-62, 64-67, 69, 70, 73, 74, 102-107, 110-113, 115, 116, 121, 122, 127, 129-131, 133, 136-140, 144, 210, 225, 232, 232-236, 239, 243, 255, 256.

Landlord and Tenant Act 1985 Sections 1, 2, 4, 8, 11, 12, 20, 34.

Local Government Act 1974 Section 36.

Local Government and Housing Act 1989 Sections 89-93, 95, 97, 169.

Local Government (Miscellaneous Provision) Act 1976 Section 13, 15, 16, 33, 35.

Part 3 – Scheme of Delegation – AppendixPage 5 (Rev153 July 2019) Local Government (Miscellaneous Provision) Act 1982 Sections 27, 29, 30, 31, 32, 33, 37, 41.

Planning and Compensation Act 1991 Sections 196A-C

Prevention of Damage by Pests Act 1949 Sections 4-7, 10, 22, 26.

Protection from Eviction Act 1977 Sections 6, 7.

Protection from Harassment Act 1997 Sections 1, 6, 7.

Public Health Act 1936 Sections 1, 45, 48-50, 83, 84-87, 264, 265, 268-270, 275, 276, 278, 284, 287, 290, 291, 293, 298.

Public Health Act 1961 Section 17, 22, 34, 36, 37, 73, 74.

Town and Country Planning Act 1990 (as amended) Sections 215 – 219

Part 3 – Scheme of Delegation – AppendixPage 154 5 (Rev July 2019) ANNEX B

DELEGATIONS UNDER THIS ANNEX MAY BE UNDERTAKEN BY ANY CHIEF OFFICER (OR OFFICER APPOINTED BY THEM) PURSUANT TO THEIR AREA OF MANAGERIAL RESPONSIBILITY

LIST OF SAFER, CLEANER, GREENER LEGISLATION

Animal Boarding Establishments Act 1963 Sections 1, 2 and 4.

Animal Welfare Act 2006 All Anti-Social Behaviour Act 2003 Sections 40 and 41 Anti-Social Behaviour, Crime and Policing Act 2014 Sections 43 to 68 Breeding and Sale of Dogs (Welfare) Act 1999 All Breeding of Dogs Act 1973 All Breeding of Dogs Act 1991 All

Building Act 1984 Sections 59-62, 63, 64, 66, 67, 68, 71, 76, 79, 84-85, 91-115

Burial Act 1857 Section 25 Caravans Sites and Control of Development Act 1960 All

Charities Act 2006 All

Chronically Sick and Disabled Persons Act 1970 Section 4 Cinemas Act 1985 All

Cival Contingencies Act 2004 All

Clean Air Act 1993 Sections 4, 6 to 12, 15, 16, 18, 19, 22(3), 24 to 26, 30, 31, 34, 35, 35(2), 35(4) 36, 38, 39, 45 to 48, 51, 55, 56, 57(5), 58, 60.

Clean Neighbourhoods and Environment Act 2005 All

Consumer Rights Act2015 Schedule 5 Contaminated Land (England) Regulations 2006 as amended by the Contaminated Land (England)(Amendment) Regulations 2012 All

Part 3 – Scheme of Delegation – AppendixPage 5 (Rev155 July 2019) Control of Dogs Order 1992 Sections 4 and 5 Control of Pollution Act 1974 Section 22 Section 23 Sections 57, 60, 61, 62, 68, 91 and 93

Control of Pollution (Amendment) Act 1989 All

Crime and Disorder Act 1998 Section 1

Criminal Justice and Police Act 2001 Sections 13, 19, 20, 22 and 25 Sections 50, 52 to 55 and 60 to 62

Criminal Justice and Public Order Act 1994 Sections 77, 78, 79(3), and 163

Criminal Procedure and Investigations Act 1996 Section 26

Dairy Products (Hygiene) Regulations 1995 Regulations 6, 6(11), 7, 8, 16 and 19

Dangerous Dogs Act 1991 Section 5

Dangerous Wild Animals Act 1976 Sections 1, 3(1) to 3(3) and 4

Egg Products (Regulations) 1993 Regulations 5, 5(5), 8 and 9

Environment Act 1995 Sections 82 to 84, 88 and 90 Sections 108 to 113 Paragraphs 2 and 6 of Schedule 18

Environment and Safety Information Act 1988 Sections 1 and 3

Environmental Permitting (England and Wales) Regulations 2010 All

Environmental Protection Act 1990 Parts I, II, III, IV, VIII.

Epping Forest DC Bye laws for Acupuncture, tattooing, semi-permanent skin-colouring, cosmetic piercing and electrolysis All

Food Premises (Registration) Regulations 1991 All

Part 3 – Scheme of Delegation – AppendixPage 156 5 (Rev July 2019) Food Safety (Fishery Products and Live Shellfish) (Hygiene) Regulations 1998 All

Food Safety & Hygiene (England) Regulations 2013 (as amended) All

Food Safety Act 1990 Sections 5 and 6 Sections 9 and 10 Sections 11, 11(6) and 11(7) Section 12 Sections 18, 19, 23, 27 and 28 Section 29 Section 30 Section 31 Section 32 Sections 32(2), 40 to 42, 44 to 46 and 49

Game Act 1831 Section 18

Gambling Act 2005 All

Guard Dogs Act 1975 Section 3

Health Act 2004 Sections 1 to 12 Health and Safety at Work etc Act 1974 Sections 20, 21, 22, 25 and 39 and to exercise all the powers of an inspector contained in all the other relevant statutory provisions. To institute proceedings in England and Wales pursuant to section 38.

Home Safety Act 1961 Section 1

Licensing Act 2003 All

Local Government (Miscellaneous Provisions) Act 1976 Sections 13, 15, 16, 20, 33, 35, Part II

Local Government (Miscellaneous Provisions) Act 1982 Sections 2, 27, 29, , 32

Meat and Meat Preparations (Hygiene) Regulations 1995 Regulations 4, 5 and 12

Meat Products (Hygiene) Regulations 1994 Regulations 4 to 6, 12 and 17

National Assistance Act 1948 Section 47 Part 3 – Scheme of Delegation – AppendixPage 5 (Rev157 July 2019) Noise Act 1996 All

Noise and Statutory Nuisance Act 1993 Section 10

Official Feed and Food Controls (England) Regulations 2009 All

Performing Animals (Regulation) Act 1925 Sections 1 to 4

Pet Animals Act 1951 (as amended) All Police and Criminal Evidence Act 1984 Section 67(9)

Pollution Prevention and Control Act 1999 Section 2

The Pollution Prevention and Control (England and Wales) Regulations 2000 All

Poultry Meat (England) Regulations2011 All

Prevention of Damage by Pests Act 1949 Sections 2, 4 to 7, 10, 19, 22 and 26

Private Water Supplies (England) Regulations 2016 All

Public Health (Control of Disease) Act 1984 Sections 1, 11, 13, 16, 18, 20 to 24, 26 to 32 and 34 to 43, 47, 48, 54, 56 to 59, 61, 64 and 69

Public Health Act 1925 Section 14 Sections 17 to 19 Section 56

Public Health Act 1936 Sections 1, 45, 48 to 50, 83, 84 to 87, 124, 140, 221, 222, 223, 227, 260, 261, 264, 265, 268 to 270, 275, 276, 278, 284, 287, 290, 291, 293 and 298

Public Health Act 1961 Sections 17, 22, 34, 36, 37, 45, 73, 74 and 77

Refuse Disposal Amenity Act 1978 Sections 1, 2, 3, 4, 5, 6, 7 and 8

Riding Establishments Acts 1964 and 1970 All Part 3 – Scheme of Delegation – AppendixPage 158 5 (Rev July 2019) Scrap Metal Dealers Act 2013 All

Slaughter of Poultry Act 1967 Sections 4 and 6

Sunbeds (Regulation) Act 2010 All

Sunday Trading Act 1994 Section 2(3) Paragraphs 4(3) and 5 of Schedule 1 Paragraphs 1 and 2 of Schedule 2 Paragraphs 3, 7 and 8 of Schedule 3

Town and Country Planning Act 1990 Sections 215, 224 and 225

Town Police Clauses Act 1847 and 1889 Sections 21, 37 to 68

Water Industry Act 1991 Sections 77 to 85 Section 115 Section 200

Water Supply (Water Quality) Regulations 2016 All

Zoo Licensing Act 1981 All

SH July 2018 – Agreed With S Stranders

Part 3 – Scheme of Delegation – AppendixPage 5 (Rev159 July 2019) This page is intentionally left blank Agenda Item 15

Report to Council

Date of meeting: 30 July 2019

Subject: Overview and Scrutiny Report to Council

Chairman: Cllr M. Sartin

Democratic Services: Rebecca Perrin (01992 564532). Gary Woodhall (01992 564470).

Recommendations/Decisions Required:

(1) That the Overview and Scrutiny progress report from 4 June 2019 to the present be noted.

Report:

Overview and Scrutiny Committee – 4 June 2019

1. At the meeting on Tuesday 4 June 2019, the Leader gave a verbal report on the Council’s Corporate Priorities for 2019/20.

2. The Committee also agreed the Membership, Chairman, Vice-Chairman, Terms of Reference and Work Programmes for the newly established Select Committees; Stronger Council; Stronger Communities and Stronger Places.

3. Other business considered by the Committee included the Cabinet’s Forward Plan of Key Decisions; the Work Programme for 2019/20 and the agreement of the minutes for the final meetings of Governance, Resources, Communities and Neighbourhoods Select Committees.

Overview and Scrutiny Committee – 16 July 2019

4. The Committee noted, with some disappointment, that the Principal of Epping Forest and Redbridge Colleges had declined an invitation to attend the Committee on 3 September 2019, as she felt that it was not appropriate for the College to report to the Council in this way. She had offered to meet with Members on an informal basis, either at the College or the Civic Offices, to explain the improvements being made since the College’s merger with New City College.

5. In the light of this response, the Committee agreed that the proposed external scrutiny of Epping Forest College should be removed from the work programme for 2019/20, and that the Service Director for Communities & Partnerships should contact the new Principal to arrange a Briefing for Members. It was felt that the venue for this Briefing should be left to the Principal to decide. The Chief Executive had also suggested that an Officer meeting with the Chief Executive of New City College could take place before the proposed Briefing with Members, and the Committee felt that this would be useful.

Page 161 6. The Committee agreed the Terms of Reference and work programme for a new Task & Finish Panel on Waste Management to run during 2019/20, with the addition of Bottle Deposit Schemes to the Panel’s remit. Nine Councillors were appointed to the Panel, with Cllr Burrows and Cllr Rackham appointed as Chairman and Vice-Chairman respectively. The current work programme envisaged the Panel reporting back to the Overview and Scrutiny Committee in January 2020.

7. The Committee also considered the Statutory Guidance on Overview & Scrutiny in Local and Combined Authorities, recently issued by the Ministry of Housing, Communities & Local Government. The Committee was advised that it largely complied with the Guidance already, but there might be some issues to consider. The Committee agreed that the Guidance should be considered at the next Joint Meeting of Scrutiny Chairmen and Vice-Chairmen, and any proposed changes to the Overview & Scrutiny rules within Article 6 of the Constitution could then be referred to the Constitution Working Group for consideration.

8. The Committee considered a Member request for a ‘Spotlight’ Scrutiny review on air pollution from Vehicle Emissions. After a lively debate, the Committee concluded that the emerging Local Plan was already considering the wider issue of Air Quality, and the Stronger Place Select Committee already had sustainable transport under the Green Agenda item on its work programme. Therefore, the request was denied as the Committee felt that this issue should be discussed at the upcoming meetings of the Stronger Place Select Committee.

9. The Committee reviewed the Quarter 1 performance of the Action Plan for Year 2 of the Corporate Plan 2018 – 23, and noted some revisions to the report following its publication. The Committee commented that the new format was easier to understand than in previous years.

10. Other business considered by the Committee included: the Cabinet’s Programme of Key Decisions; the Overview & Scrutiny and Select Committee Work Programmes for 2019/20; some minor revisions to the memberships of the Stronger Council and Stronger Place Select Committees; and the agreement of the Overview & Scrutiny Annual Report 2018/19 for submission to the Council on 30 July 2019.

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