Agenda and minutes

To receive nominations and elect the Chairman.

Councillor Sell introduced the meeting, and spoke about his year as Chairman.  He said he was keenly aware of the work of the voluntary sector in the District, and had met many people in the District of great talent.  This was not an easy time to be a councillor or to be the Chairman of a Council, and it was with mixed feelings he would be handing over to a successor.  The civic role was important, and needed to be adequately resourced.  Thanks were due to the Communication Team and to the Executive Support Team, and in particular to the Chairman’s Executive Assistant.  Councillor Sell also expressed his gratitude to the Chief Executive for her advice and support, to the Vice Chairman, for attending events on his behalf and to his wife for attending many events with him.

Councillor Sell presented cheques in the sum of £2,450 to each of the representatives of the two charities which he had supported, Essex Wildlife Trust and Support 4 Sight. 

Councillor Sell then said he had a further duty to perform.  The Council had been fortunate to retain for over 45 years the Democratic and Electoral Services Manager, Peter Snow, as no elections had gone wrong at Uttlesford District Council.  On 21 June 2018, there would be a reception for him, and for Denise Greenwood and Val Rogacs, who were also retiring, at the Chesterford Research Park, to acknowledge their collective contribution of huge service to the District Council.  He invited members to show their appreciation for the Democratic and Electoral Services Manager. 

Members gave a standing ovation. 

Councillor Rolfe said the three officers mentioned had between them given 126 years of service.  This was a fantastic achievement.  Mr Snow had always shown absolute professionalism, unbiased management and instilled confidence that elections were correct.  He wished him a happy retirement. 

Councillor Lodge said that as a new and junior political leader he did not have the experience of Mr Snow’s service over many years.  Nevertheless, he had admiration for him.  During his five years in local politics, Mr Snow had been a beacon of the organisation of political process.  He had poured oil on troubled waters and kept truculent politicians in order.  Councillor Lodge thanked him on behalf of his party for his impartial help and advice, and wished him a long and happy retirement. 

Councillor Dean said he recalled Mr Snow’s administration of the by election of a Stansted councillor, Ron Walton, many years ago.  Ever since then, whatever the result was, all elections had been friendly.  He welcomed the support that Mr Snow had given the Liberal Democrat group and wished him well. 

Councillor Sell invited Councillor Chambers, as the longest-serving member, to speak.

Councillor Chambers said he had known Mr Snow a long time.  He was the epitome of Uttlesford, always fair-handed and unbiased.  He recollected his adroit performance in the staff versus members cricket matches.  Councillor Chambers also remembered his own election and the kind words Mr Snow  ...  view the full minutes text for item 1.

The Chairman to make the statutory declaration of acceptance of office.

Councillor Wells made the statutory declaration as Chairman of the Council for 2018/19. 

To receive nominations and appoint a Vice Chairman.

Councillor Wells called for nominations for the Vice Chairman of the Council.

Councillor Rolfe nominated Councillor G Barker. The nomination was seconded by Councillor Dean.

Councillor G Barker was duly appointed Vice Chairman of the Council.

The Vice Chairman to make the statutory declaration of acceptance of office.

Councillor G Barker made the statutory declaration as Vice Chairman of the Council for 2018/19. 

To receive any apologies for absence and declarations of interest.

Apologies for absence were received from Councillors Anjum, Artus, J Freeman, Goddard, Gordon, Hargreaves and LeCount.

To receive the minutes of the meeting held on 10 April 2018.

The minutes of the meeting held on 10 April 2018 were received and signed by the Chairman as a correct record of the meeting, subject to the following amendments. 

(i)            Minute C82 – Public Speaking – occupation of land at Stortford Road by travellers

To substitute for the phrase “temporary barriers had now been put up”, the phrase “temporary barriers would be put up”. 

(ii)          Minute C84 – Minutes of the meeting held on 22 February 2018

To substitute for the wording: 

“Councillor Knight said that, while Minute 56 was accurate, it was not fully representative of the meeting.  She asked whether members would agree to add a document to the Minutes amplifying the salient points reflecting on her career and integrity”,

the following wording: 

“Councillor Knight said that Minute 56 was not fully representative of the meeting.  She asked whether members would agree to add a document to the Minutes stating what she had actually said, as a summary was inadequate, given the fact that the matter reflected on her career and integrity.”

To receive any announcements from the Chairman.

Councillor Wells said she had chosen as her charities Essex Air Ambulance, which provided free life-saving support in emergencies, and Addenbrookes Charitable Trust, which was an organization dedicated to making a difference over and above what the NHS could afford.  

To review the political balance of the Council.

Members considered the report on the review of political balance and allocation of places on the Council’s committees. 

Councillor Rolfe said the report before Council was self-explanatory.  He drew attention to the fact that in relation to the Standards Committee, the allocation of places was for three members from each Group, on the basis set out in the report.  He moved the recommendation.

Councillor Dean seconded the motion.

RESOLVED  that the political balance of the Council and the allocation of seats on the Council’s committees be approved.

To appoint the Council’s committees for 2018-19 and agree the nominations from the Group Leaders for Committee members, Chairmen, Vice Chairmen and substitutes.

Members received the nominations for the appointments of membership of committees, including Chairmen, Vice Chairmen and substitutes where indicated.  

Councillor Lodge referred to the nomination for Vice Chairman of the Planning Committee.  He proposed Councillor R Freeman to be Vice Chairman of that Committee.  The proposal was seconded by Councillor Gerard. 

Councillor Dean proposed Councillor Loughlin as Vice Chairman of the Planning Committee.  The proposal was seconded by Councillor S Barker. 

Councillor Mills said the Council should select the best candidate, and that as Councillor Loughlin had joined the Council in 2001, her experience was valuable to him as Chairman of the Planning Committee.  He supported Councillor Loughlin.  He thanked Councillor R Freeman and all other members of the Committee for their hard work. 

The nomination being put to a vote, Councillor Loughlin was appointed Vice Chairman of the Planning Committee, with 22 votes for Councillor Loughlin and 7 votes for Councillor Freeman. 

Councillor Rolfe said there had been no Substitute Members on the Standards Committee last year, but there was a nomination for Councillor LeCount from the Residents Group.  He nominated Councillor Chambers as the Substitute Member for the Conservative Group. 

Councillor Dean nominated Councillor Foley as the Substitute Member of the Standards Committee for the Liberal Democrat Group.

RESOLVED to appoint the committee membership, Chairmen, Vice Chairmen and Substitute Members in accordance with the nominations made at the meeting and as indicated in the report (appended to these minutes).

To appoint the Council’s Working Groups for 2018-19.

Members received a schedule of nominations of membership of working groups of the Council. 

RESOLVED to appoint membership of working groups of the Council, including Chairmen and Vice Chairmen where indicated as set out in the report (appended to these minutes). 

To consider a nomination to appoint Councillor Susan Barker as a member of the Essex Police and Crime Panel, and to appoint Councillor Vic Ranger as a substitute.

Nominations were received for the appointment of Councillor S Barker as a member of the Essex Police and Crime Panel, and of Councillor Ranger as a Substitute Member. 

RESOLVED to appoint Councillors Barker and Ranger accordingly.

To consider a report on delegation of Executive Functions to Portfolio Holders.

A report was received summarising the Leader’s list setting out which individual members of the executive were responsible for the exercise of particular executive functions.

The report was noted. 

To receive matters of report from the Leader and members of the Executive.

Councillors Howell, S Barker, Ryles Redfern and Ranger reported on the work undertaken in relation to their portfolios during the preceding administrative year.    

Councillor Rolfe concluded reports from executive members with a summary of the areas addressed during 2017/18.  He said work on the business described would continue during 2018/19, which would also include member development.  He said the Council was efficient and robust, and was a council which cared.  Good governance was a priority, and it was to the credit of the Chief Executive that corporate objectives were highly focused.

To receive questions from members for the Executive and Committee chairmen.

Councillor Dean addressed the Leader.  He said regarding the focus on litter-picking and the maintenance of the District, there were areas in his ward, such as Chapel Hill, where parked cars were preventing street cleaning, and where organic material accumulated.  A greater effort needed to be made by both the District and Parish Council to discourage parking on such roads when the street cleansing vehicle was due to attend. 

Councillor Rolfe said dialogue with Essex County Council was needed, as they were responsible.  The community also had to play a part, and there was a role for educating people to stop throwing rubbish out of car windows. 

Councillor Dean said the problem was not only irresponsible people but the accumulation of leaf mould. 

Councillor Ranger suggested the Highways Rangers be asked to clear the leaf mould. 

Councillor Foley asked the Leader regarding a plan to invest in a facility at Carver Barracks. 

Councillor Rolfe said the Army had changed personnel and procedures, and the Council would only proceed with the investment if the money was protected.  Members were working with the Army, but if the money could not be protected there was a problem. 

Councillor Knight said on the subject of management of rubbish, there was a disgraceful area by the Gasworks where litter collected.  Regarding the proposed investment at Carver Barracks, the Government, not the Army, changed the rules, as a result of which a new scrutiny process was being demanded, setting back the starting date.  The Commanding Officer was trying to reach a deal and commit to a date, but the Army were now in a difficult position.  The proposal for the running track was something the Council should do, but it would now require patience. 

To consider any other items the Chairman considers to be urgent.

The Chairman said the next meeting of the Council on 19 June 2018 would start at 7pm. 

The meeting ended at 8.30pm