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Agenda and minutes

Venue: Brentwood County High School, Shenfield Common, Seven Arches Road, Brentwood CM14 4JF

Contact: Jean Sharp (01277 312655) 

Items
No. Item

41.

Apologies for Absence

Minutes:

Apologies were received from Cllrs Hossack, Kendall and McLaren.

42.

Declarations of Interest

Minutes:

Cllr Barrett advised that he would need to declare an interest in relation to a motion later in the meeting.

43.

Mayors Announcements

Minutes:

The Mayor had undertaken a large number of engagements since Annual Council and advised Members of some of the highlights.

44.

Minutes of the previous meeting pdf icon PDF 101 KB

Minutes:

The Minutes of the Ordinary Council meeting held on 6 March 2018 were approved as a true record.

45.

Minutes of Extraordinary Council 21.3.18 pdf icon PDF 89 KB

Minutes:

The Minutes of the Extraordinary Council meeting held on 21 March 2018 were approved as a true record.

46.

Minutes of Annual Council pdf icon PDF 397 KB

Minutes:

The Minutes of the Annual Council meeting held on 16 May 2018 were approved as a true record.

47.

Public Questions pdf icon PDF 91 KB

Report to follow.

Minutes:

 

Eight Public Questions had been received and were put and responded to at the meeting, as follows:

 

Mrs Gearon-Simm:

 

‘Brentwood Borough Council has outsourced the work of its Legal Department to Barking and Dagenham Council.

 

Both the work of the Housing Department and Licensing has been outsourced to Basildon Council.

 

In addition to this the work of Brentwood Borough Council’s Planning Department has been outsourced to Thurrock Council.

 

1.            How much is this costing the council taxpayers of Brentwood?

2.            Is this arrangement going to be permanent?’

 

Cllr Mrs Mckinlay responded as follows:

 

“It is useful to clarify some misunderstandings, and so I advise as follows:  the Council has its own in-house team for Legal services, but we do sometimes receive assistance from Barking and Dagenham legal services – this should not be misconstrued as them doing all of the work in lieu of our Legal services.  We have an in-house team for Housing services, but we have recently put in place an agreement with Basildon Council in regard to the Council’s Repairs and Maintenance function.  In Planning, Environmental Health and Licensing we have a managed services agreement in place with Thurrock Council but again we still retain the in-house employees to deliver the service.  There is no additional cost to these arrangements and it’s actually of benefit to the Council as it gives us additional capacity and skills at a time when many of these areas suffer from sector shortages.  In Planning for example there is a national dilemma around how not just local authorities but interestingly private companies can recruit the necessary people with the right skills.  So, to be able to pull on that wider pool of experience, skills, knowledge and capacity is obviously of benefit to the Borough. 

 

In terms of whether these arrangements are permanent, I can answer ‘yes’ as there are no plans to stop that or change this.  However, we do constantly review the arrangements in place to see if a better one is suitable.”

 

 

Mr Martin Skinner

 

1.Local Development Plan ("LDP"):  Priests Lane Sites 044 and 178

 

I note that the current Regulation 18 LDP Consultation has removed the inclusion of "open space and/or sports facilities for public use" as part of the proposed site when compared to the previous Regulation 18 Consultation in 2016 and the document presented to Council at the Extraordinary Council meeting held on 15 November 2017.  This change appears to have been made on the basis of one letter from the owners of one of the sites in response to the 2016 Regulation 18 Consultation (response 15091) asking for the "open space and/or sports facilities for public use" to be deleted from the proposal stating that the land makes no contribution to either public open space or sports provision.  First, the playing fields did used to be hired by non-school local sports organisations.  Secondly, the 2005 Open Space Audit Report concluded that there was insufficient open space areas for the public in West Shenfield and  ...  view the full minutes text for item 47.

48.

Memorials or Petitions

Minutes:

No Memorials or Petitions were received.

49.

Committee Chairs Reports and Members Questions pdf icon PDF 64 KB

Report to follow.

Additional documents:

Minutes:

In accordance with the Council’s Constitution, a brief written report by each committee Chair covering their area of responsibility was included in the agenda.

 

Any Member was entitled to ask a Chair a written or oral question on

(a) Any matter included in a Chair’s written report

(b) Any matter in relation to which the Council has powers or duties or which affected the Council’s area and which fell within the area of responsibility of the Chair’s committee.

 

No written questions had been received before the prescribed deadline and the Chairs responded to oral questions put to them by Members.

 

50.

Outside organisations - Appointment of Council Representatives pdf icon PDF 95 KB

Report to follow.

Additional documents:

Minutes:

Members were reminded that, following a change to the Council’s Constitution on 25 January 2017 Councillors were now appointed to a number of outside organisations at the Ordinary Council meeting following Annual Council.  Many of the outside organisations supported and advanced the broad objectives of the Authority.  Representations came about either through the Authority initiating the appointment, or an organisation requesting a representative being nominated or a Charity Commission rule that a Council representative be appointed.  

 

The list of nominations for representatives on outside organisations was presented at the Ordinary Council meeting each year for Members’ approval. 

 

Cllr Mrs McKinlay MOVED and Cllr Kerslake SECONDED the recommendation in the report and advised that two nominations had been made for representative roles showing as ‘vacant’ on Appendix A. These were:  Brentwood Theatre Trust – Cllr Bridge and Hartswood Golf Club – Cllr Mrs Hones.

 

Cllr Aspinell MOVED and Cllr Mynott SECONDED an AMENDMENT nominating Cllr Naylor instead of Cllr Mrs Hones as representative for Brentwood/Montbazon town Twinning Association.

 

Cllr Mrs McKinlay did not accept the AMENDMENT. A vote was taken on a show of hands and the AMENDMENT was LOST.

 

Returning to the SUBSTANTIVE MOTION, a vote was taken on a show of hands and it was

 

RESOLVED UNANIMOUSLY

 

That the list of outside bodies and nominated representatives/point of contact for 2018/19 shown in Appendix A be approved with the addition of vacancies for Brentwood Theatre Trust and Hartswood Golf Club being filled by Cllrs Bridge and Mrs Hones respectively.

 

(Cllr Haigh reported that he had taken advice from the Monitoring Officer in regard to his being on the list of solicitors for the Citizens Advice Bureau and now being appointed as the Council’s representative for the CAB there could on occasion be a conflict of interests for which he would remain alert).

 

 

 

 

51.

Honorary Titles - Honorary Aldermen pdf icon PDF 85 KB

Report to follow.

Minutes:

Members were reminded that the title of ‘Honorary Aldermen’ was honorary and was conferred in recognition of eminent past services to the Council under section 249 of the Local Government Act 1972.

 

Cllr Barrett MOVED the recommendation that the Council conferred on former councillors Richard Alan Michael Davies (known as Alan Davies) and David Wesley Tee the title of Honorary Alderman.

 

Cllr Aspinell SECONDED the recommendation in regard to conferring the title on Alan Davies and Cllr Mrs McKinlay SECONDED the recommendation in regard to David Tee.

 

Following tributes being paid to Mr Davies and Mr Tee a vote was taken on a show of hands and it was

 

RESOLVED UNANIMOUSLY

 

That, in pursuance of section 249(1) of the Local Government Act 1972 and in recognition of the Council being of the opinion that eminent services have been rendered to the Council by former Councillors Richard Alan Michael Davies and David Wesley Tee the Council confers on each of them the title of Honorary Alderman.

 

Reason for Recommendation

The Council wishes to recognise those who merit the highest awards that the Council can bestow on a person or organisation.

 

 

(Cllr Mrs Davies had declared an undefined interest and left the Hall, taking no part in the discussion or vote).

 

 

52.

Association of South Essex Local Authorities 2050 Update pdf icon PDF 98 KB

Report to follow.

Additional documents:

Minutes:

Members were reminded that at the Policy, Projects and Resources Committee held on 19 June it was approved:-

 

“That the committee recommends to Ordinary Council, that the Statement of Common Ground (SCG), and attached as Appendix A, prepared by ASELA be approved as a guide to the preparation of a Joint Strategic Plan”.

 

The purpose of the report had been to update members of the PPR committee on the status of the work undertaken by Leaders and Chief Executives of South Essex Councils, now known as the Association of South Essex Local Authorities (ASELA).

 

South Essex Councils were defined as Brentwood, Basildon, Thurrock, Southend, Rochford, Castle Point and Essex CC.

 

Cllr Mrs McKinlay MOVED and Cllr Kerslake SECONDED the recommendation in the report and following a discussion a vote was taken on a show of hands and it was

 

RESOLVED

 

That the Statement of Common Ground (SCG) attached as Appendix A, prepared by ASELA, be approved by Full Council as a guide to the preparation of a Joint Strategic Plan.

 

Reasons for Recommendation

To fulfil the obligation of the Duty to Co-operate as required for the Brentwood Local Development Plan to be accepted, and to promote and deliver much needed infrastructure and economic growth, Brentwood must engage with the surrounding authorities.

 

Each ASELA partner local authority is presenting the SCG to their respective decision-making committees for approval.  Individual approval of the document will assist ASELA to continue progress on joint working for Planning Policy documents (both at a local and sub regional level).

 

53.

Notices of Motion pdf icon PDF 85 KB

Report to follow.

Minutes:

Six Notices of Motion had been submitted in accordance with Rule 3 in Part 4.1 of the Constitution.

 

Cllr Barrett had submitted the following Notice of Motion which he MOVED. Cllr Mrs McKinlay SECONDED the Motion subject to an AMENDMENT which Cllr Barrett indicated he had previously accepted having discussed the matter with Cllr Mrs McKinlay.

 

‘Formalising a process for future consideration of Honorary Roles within the Borough of Brentwood

 

This Council notes:

1.       The titles of ‘Honorary Alderwomen’ or ‘Honorary Aldermen’ are as the names suggest honorary and are conferred in recognition of eminent past services to the Council.

2.       The Council also can recognise distinguished service to the Borough through admission to the honorary title of ‘Honorary Freewoman’ or ‘Honorary Freeman’ of the Borough.

3.       These titles hold nor formal authority but are one of the highest honours that the Council can bestow.

4.       To be eligible for the honorary title of Honorary Alderwoman or Honorary Alderman, the person nominated must be a former councillor of this Council and not be currently a member of the Council. The must be resident within the Borough.

5.       Freemen and freewomen of the Borough are awarded to individuals who provide exceptional service to the Borough and are a resident of it.

6.       Unlike for Civic Awards there is no formal process for consideration of these Honorary positions.

 

This Council believes:

1.       It is appropriate to regularly reflect on the service of past members, in an open, non-partisan and fair way.

2.       It is further appropriate for a non-partisan method to consider the additional honorary positions and practical that this is done simultaneously.

 

Therefore this Council resolves that:

1.      A small panel be formed to consider the nominations received for Honorary Roles, similar style of Civic Awards Panel with an appropriate Chair and Vice-Chair appointed crossparty by the Mayor to see through the process.  The Panel would put forward recommendations of the honours to be awarded to the Mayor ahead of each Annual Council if individual/s are agreed. Group leaders and the Mayor will consider the nominations received for honorary roles in the style similar to the Civic Awards Panel and require unanimous consent.  The Panel will meet each November, put forward recommendations for the honours to be awarded by the Mayor ahead of each Annual Council if the individuals are agreed. Presentation of these honours will be undertaken as one of the last duties of the outgoing Mayor at Annual Council.

2.      Nominations for consideration should be sought from members by the end of October for each year.

3.      Given the requirement for a two thirds majority for assent at Full Council, the Terms of Reference for this panel should include reference to the importance of having near unanimous consent’.

 

Following a discussion a vote was taken on a show of hands and the MOTION was CARRIED UNANIMOUSLY.

 

 

Cllr Chilvers had submitted the following Notice of Motion which she MOVED and Cllr Cloke SECONDED, subject to the addition of a  ...  view the full minutes text for item 53.

54.

Urgent Business - Treasury Management Strategy 2018/19 Review pdf icon PDF 93 KB

An item of business may only be considered where the Chair is of the opinion that, by reason of special circumstances, which shall be specified in the Minutes, the item should be considered as a matter of urgency.

 

Minutes:

The Mayor agreed to accept this item as urgent business following a resolution made at the 19 June PPR Committee.

 

Members were reminded that, as part of the Council’s Policy Framework, the Council must approve the Treasury Management Strategy. The report before Members presented changes to the Treasury Management Strategy 2018/19, which was agreed at Full Council on 6 March 2018.

 

The changes were driven by recommendations approved at PPR Committee on 19 June to increase the loan drawdown facility to the Council’s newly established wholly owned company Seven Arches Investments Ltd (SAIL) of up to £30m.

 

In order to provide the loan drawdown facility to SAIL, the Council would need to increase two prudential indicators included with the Treasury Management Strategy, so that the Council had the power to Borrow additional funds required.

 

The Council was required by regulations issued under the Local Government Act 2003 to have regard to The CIPFA Prudential Code for Capital Finance in Local Authorities (2017). The Prudential code allows the Council to revise the indicators at any time.

 

Cllr Mrs McKinlay MOVED and Cllr Kerslake SECONDED the recommendations in the report and following a full discussion it was

 

RESOLVED

 

1. To approve the changes to the Treasury Management Strategy as set out in this report, which includes the revised operational and authorised borrowing limits.

 

2.To approve a total £30m loan drawdown facility (Including the £10m already approved) to Seven Arches Investments Ltd following recommendations from the Project Board, and that delegated power be given to the Chief Finance Officer in consultation with the Chair of PPR Committee and Group Leaders or their deputies to approve the use of the drawdown facility.

 

 

 

The meeting ended at 10.15pm