Agenda and minutes

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Items
No. Item

1.

Apologies for Absence

To receive any apologies and declarations of interest.

Minutes:

Apologies for absence were received from Councillors Anjum, Asker, Davey, Davies, Gordon, Hicks, Knight, LeCount, Lodge, Redfern and Ryles. 

 

2.

Minutes of the previous meeting pdf icon PDF 88 KB

To receive the minutes of the previous meetings held on 15 May (attached) and 19 June (to follow) 2018.

Additional documents:

Minutes:

The minutes of the meeting held on 15 May 2018 were received and signed by the Chairman as a correct record. 

 

The minutes of the meeting held on 19 June 2018 were received.  Several members commented as to whether they were a sufficiently full record of the meeting. 

 

Councillor Sell objected to the omission from the record of the names of those members who had contributed to the debate.

 

Councillor Gerard objected to the fact that the full statements made by some members had not been fully summarised, and that in view of the significance of the debate regarding the local plan, that it was important to give more detail of speeches made.  He asked that a statement of what he had said be included in the record. 

 

The Chairman said the minutes were a summary of the meeting.  In answer to Councillor Gerard’s response that the minutes were an inaccurate reflection of the meeting if members’ speeches were not more fully summarised, the Chairman said the question would be considered as to whether summaries of what members had said could be submitted.  

 

Councillor Chambers said he would speak to the Chairman and officers after the meeting regarding a means by which a satisfactory solution could be reached.

 

3.

Chairman's Announcements

To receive any announcements from the Chairman.

Minutes:

The Chairman reported on her recent attendances at civic events, which included attending at Langley Church, Thaxted Music festival and the Uttlesford Business Awards. 

 

4.

Reports from the Leader and Members of the Executive

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

Minutes:

Councillor Ranger reported on matters relating to his portfolio, including the Crucial Crew event at which a presentation from Gangsline had been given which had made a strong impression.  Funding for two new Police Community Safety Officers had been confirmed. 

 

The Leader reported on his attendance at the Local Government Association conference. 

 

5.

Questions to the Leader, Members of the Executive and Committee Chairmen

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

Minutes:

Councillor Dean raised his continuing concern at blocked gutters on streets in Stansted, and as a general point said it would be helpful if an action plan could be prepared on addressed problems in street services. 

 

The Leader said cleansing of drains and gutters was the responsibility of the County Council.  He said the street services operated by the District Council had had recent problems in that the lifting mechanism on some vehicles was overheating.  In order not to fall behind, the teams had done double shifts.  The decision had been taken to continue to offer to collect trade waste.   The manager of street services had recently resigned, and recruitment was underway to appoint a successor to her position.  Procurement of new refuse vehicles was taking place.  Verge litter-picking had improved. 

 

Councillor Dean said the issue in Stansted was where the edges of the pavements in Cambridge Road and Chapel Hill had accumulated debris which street sweepers would normally clear except that parked vehicles were usually on those sites.  A way to address this issue should be found. 

 

Councillor S Barker said if there were any specific areas which could be addressed she would investigate.  She said Essex County Council had not yet completed its Spring verge cutting in the district.  She was looking at ways to delegate some tasks to the Highways Rangers. 

 

Councillor R Freeman said he was often asked why bins were not collected, in relation to the new estates, and that measures could be taken to prepare for new rounds such as advance ordering of new vehicles. 

 

The Leader said the statistics of 99.4% collection of bins demonstrated only very few bins were missed, and that any which were missed were followed up.  New vehicles had been ordered in good time. 

 

Councillor S Barker said all vehicles were fitted with technology that enabled the crews to log whether bins were not put out in time for collection.  Whilst there were some problems with delivery of new bins to housing estates, measures to improve their delivery were being taken.

 

Councillor Loughlin asked whether flight paths at Stansted Airport had changed, as she had recently received a number of complaints about this issue. 

 

Councillor S Barker said she was not aware of any changes to flight paths but that information could be sought from Councillor Artus or the Planning Policy Officer. 

 

Councillor Sell thanked the Cabinet for the provision recently made for two PCSOs.  He asked for an update on Carver Barracks. 

 

Councillor Rolfe said a meeting with the new senior personnel in post at the Barracks  would take place in August. 

 

Councillor Sell referred to the minutes of the meeting of 8 December 2016 in which reference was made to the strategy the Council intended to pursue.  He questioned whether the project represented value for money, particularly as time had passed, making the lifetime of the proposed investment shorter than originally envisaged.  He suggested it might be better to curtail this project, as there were other sports  ...  view the full minutes text for item 5.

6.

Procedure for moving amendments at Council Meetings pdf icon PDF 75 KB

To consider the procedure for moving amendments at Council Meetings.

Minutes:

Councillor Oliver presented a report proposing changes to the Council’s procedure rules for moving amendments.  The report had been considered by Governance, Audit and Performance Committee on 8 February and 17 May 2018.  After consideration at the meeting on 17 May, the Committee had recommended the changes proposed in the report for adoption by the Council.   Councillor Oliver therefore proposed the recommendation, which was seconded by Councillor Jones. 

 

Members discussed the report in detail.  Points were raised in relation to various aspects. 

 

Councillor Artus said he agreed with the recommendation, but considered there was a need for an omission to be clarified.  Whilst the report stated there was also the safeguard that, if the Council was of the view that it made sense to consider an amendment despite these rules, it could do so by majority agreement, this provision was not stated in the appendix. 

 

The Chairman said the Council could suspend standing orders.

 

Councillor S Barker asked what would happen if immediately before the proposed deadline the legal officer decided the motion was not fit.

 

The Assistant Director - Governance and Legal said he would encourage members to talk to him in advance if considering an amendment, to avoid the issue of submitting suitable wording at the moment before a deadline.  Members could speak either to him or to the Democratic Services Manager to avoid encountering procedural issues. 

 

Councillor R Freeman said he had served on the Council when its governance had been the committee system.  He had found the committee system to be more inclusive, although not so efficient.  He was concerned that this proposal further degraded the democratic practice at the Council.  Politicians engaged in debate, and last time a debate had taken place was on the motion regarding balloons.  In contrast, major decisions were not debated, but were taken by small groups.  He cited the decision on the local plan as an example, which he said had been taken by three executive members.  He said the Cabinet system was problematic and that his views had not influenced the executive.  The Cabinet system could be changed if enough people requested it by referendum. 

 

Councillor Hargreaves made a number of comments.  He said the recommendation was wider than that which had been considered by the Governance, Audit and Performance Committee, as recommendations followed different rules to motions.  The Committee had twice considered the proposal, and on the second occasion he had supported its adoption, but he had not appreciated the distinction regarding recommendations.  

 

The Assistant Director – Governance and Legal said the recommendations in the report to the Council were exactly those which the Governance, Audit and Performance Committee had approved for recommendation to Council. 

 

Councillor Hargreaves apologised. 

 

Councillor Ranger responded to a point Councillor R Freeman had made.  He said that it was incorrect to state that the decision to submit the local plan to the regulation 19 stage had been taken by three executive members.  The Cabinet had ratified the recommendation from the Planning Policy Working  ...  view the full minutes text for item 6.

7.

Public Engagement Working Group - update

To receive a verbal update from the Chairman of the Public Engagement Working Group.

Minutes:

Councillor Lemon gave a verbal report on the Public Engagement Working Group.  He said that following the setting up of the Youth Council, the Working Group was looking at further opportunities for public engagement.   A presentation had taken place at the February meeting on the Local Government Association’s “New Conversations” guide, which had indicated areas of good practice for improving engagement with the public, and outlined trends in social media which it was helpful to understand.    The Working Group had identified areas of public engagement which the Council did well, including Housing roadshows, and the interaction of the Customer Service Centre team with the public.  However there were areas where the Working Group believed improvement could be made, such as public involvement in all meetings.   The Group would reconvene after the Summer to narrow its focus. 

 

Councillor Lemon said attendance at the Working Group had not been good, and officers were therefore exploring the possibility of changes to the dates and times it met.  

 

8.

Exclusion of Press and Public

Consideration of a report containing exempt information within the meaning of section 100I and paragraph 3 part 1 Schedule 12A Local Government Act 1972.

Minutes:

RESOLVED that the public be excluded from the meeting for the following item of business under Section 100I of the Local Government Act 1972 on the grounds that it involved the likely disclosure of exempt information within the meaning of paragraph 3 of Schedule 12A of the Act.

 

9.

Potential land acquisition

To consider the report on a potential land acquisition.

Minutes:

Members received a presentation from officers regarding a potential land acquisition, and a report was then circulated.

 

The meeting was adjourned at 9.10pm to permit members time to read the report.  The meeting resumed at 9.15pm. 

 

Councillor Howell presented the report, setting out in detail the reasons for bringing the report to Council, and outlining the approach which he recommended, based on those reasons and weighing up all relevant factors. He said this was an opportunity to invest in what would be a community asset.  He proposed the recommendation. 

 

Councillor Rolfe seconded the proposal. 

 

Members considered the proposal in detail, and put a number of questions to officers, who provided further clarification. 

 

Councillor Howell spoke at the conclusion of the debate, addressing the various points which had been made. 

 

The Chairman invited members to move to the vote. 

 

Councillor Artus asked a further question.  Further clarification having been given, the Chairman said the debate had closed, and the meeting would move to the vote. 

 

Councillor Jones said the Council procedure rule on the debate having closed could be suspended by putting that question to the meeting. 

 

A vote was taken on the amendment, which was not carried. 

 

The vote on the recommendation was then taken, and carried by 22 votes to one, with two abstentions. 

 

The meeting ended at 10.10pm.

 

 

Notice of amendments at Council (additional text in bold)

 

12.6 Amendments to motions and recommendations

 

12.6.1 An amendment to a motion or recommendation must be relevant to the

motion or recommendation and will either be:

 

(i) to refer the matter to an appropriate body or individual for consideration or

reconsideration;

(ii) to leave out words;

(iii) to leave out words and insert or add others; or

(iv) to insert or add words as long as the effect of the amendment is not to

negate the motion or recommendation.

 

12.6.2 Only one amendment may be moved and discussed at any one time. No

further amendment may be moved until the amendment under discussion has been

disposed of.

 

12.6.3 If an amendment is not carried, other amendments to the original motion or

recommendation may be moved.

 

12.6.4 If an amendment is carried, the motion as amended takes the place of the

original motion. This becomes the substantive motion to which any further

amendments are moved.

 

12.6.5 After an amendment has been carried, the Chairman will read out the

amended motion or recommendation before accepting any further amendments, or if

there are none, put it to the vote.

 

12.6.6 Subject to the exceptions in Rule 12.6.7, amendments to motions or

recommendations shall only be considered if they have been delivered in

writing to the Democratic and Electoral Services Manager or to a Democratic

Services Officer by 10 am on the day which is two working days preceding the

meeting. Amendments submitted shall then be circulated to all members of the

Council.

 

12.6.7 The exceptions to Rule 12.6.6 are:

 

1. The Chairman shall have discretion to permit amendments from

members  ...  view the full minutes text for item 9.