Agenda and minutes

Council
Thursday 22nd March 2018 7.30 pm

Venue: Council Chamber. Maldon District Council Offices, Princes Road, Maldon

Contact: Committee Services 

Items
No. Item

913.

Chairman's notices

Minutes:

The Chairman drew attention to the list of notices published on the agenda.

914.

Apologies for absence

Minutes:

Apologies for absence were received from Councillors Miss A M Beale, R P F Dewick, I E Dobson, M W Helm, Miss M R Lewis and D M Sismey.

915.

Declarations of Interest

To disclose the existence and nature of any Disclosable Pecuniary Interests, other Pecuniary Interests or Non-Pecuniary Interests relating to items of business on the agenda having regard to paragraphs 6 - 8 inclusive of the Code of Conduct for Members.

 

(Members are reminded that they are also required to disclose any such interests as soon as they become aware should the need arise throughout the meeting).

Minutes:

Councillor Mrs P A Channer, M F L Durham and  R Pratt declared an interest as a Member of Essex County Council in any items of business pertinent to that Council.

916.

Minutes - 8 February 2018 pdf icon PDF 217 KB

To confirm the Minutes of the meeting of the Council held on 8 February 2018 (copy enclosed).

Additional documents:

Minutes:

RESOLVED

 

(i)              that the Minutes of the Council held on 8 February 2018 be received.

 

Minute 801 – Declarations of Interest

Councillor H M Bass proposed that the following paragraph be added to the end of Minute 801 – Declarations of Interest.  This was duly agreed.

 

The Chairman drew Members’ attention to and read out the paragraph contained on the agenda relating to Section 106 of the Local Government Finance Act 1992.  In response to a question from the Chairman, Councillor S J Savage raised a point of order and clarified that he would not be making any declaration of interest.

 

Minute 809 - Revised 2017 / 18 and Original 2018 / 19 Budget Estimates and Council Tax 2018 / 19,

Minute 810 – Council Tax 2018 / 19

Minute 811 – Medium Term Financial Strategy 2018 / 19 to 2021 / 22:

 

Councillor Mrs B F Acevedo highlighted that the recorded votes detailed in the following above Minute numbers should include reference to herself and not Councillor Miss A M Beale.

 

These amendments were duly agreed.

 

In response to a question from a Member regarding why responses (in verbatim) to the Leaders’ speech were not attached to the Minutes, the Chairman advised that this was a matter to be brought up for future debate.

 

RESOLVED

 

(ii)            that subject to the above amendments, the Minutes of the Council held on 8 February 2018 be adopted.

917.

Public Questions

To receive questions from members of the public, of which prior notification in writing has been received (no later than noon on the Tuesday prior to the day of the meeting).

Minutes:

There were none.

918.

Chairman's Announcements

Minutes:

The Chairman advised that he had attended a number of events (detailed below), and thanked the Vice-Chairman for also attending some events on his behalf. 

 

09/02/2018

Planting trees at the Maldon and East Essex District Scouts, Wickham Bishops

21/02/2018

Visit to Springfield Industrial Estate

21/02/2018

Maldon Community Voluntary Service Annual General Meeting

23/02/2018

Maldon District Council Chairman's Business Awards

25/02/2018

RNLI Sherry Morning

27/02/2018

Queen's Awards for Voluntary Services Reception

04/03/2018

Essex County Council Chairman Civic Service, Chelmsford Cathedral

05/03/2018

Visit to the Maldon Oyster Company

06/03/2018

Apprenticeships Event, Maldon District Council

09/03/2018

Rochford Annual Civic Dinner

13/03/2018

Visit to Braxted Park

13/03/2018

New Nuclear Local Government Association Group Dinner

14/03/2018

Chelmsford Civic Lunch - Hylands House

15/03/2018

Three Rivers Golf and Country Club

21/03/2018

Topping out Ceremony for Blackwater Retail Park

 

919.

Minute Book pdf icon PDF 105 KB

To consider the Minutes of the under mentioned Committees (copy enclosed).

 

* Please note that where Minutes contain recommendations to the Council the Minute references for these recommendations are listed below for Members’ information.

 

Overview and Scrutiny Committee

14 February 2018

Pages 29 - 37

 

Finance and Corporate Services Committee *

6 March 2018

Pages 39 - 134

·             Minute No. 868 – Pay Policy Statement

(Pages 40 and 41)

·             Minute No. 869 – Treasury Management and Annual Investment Strategy 2018 / 19

(Page 41)

·             Minute No. 870 – Financial Services Policy – Mileage and Expenses

(Page 42)

·             Minute No. 871 – Information and Data Security Policies

(Page 42)

·             Minute No. 872 – Data Protection Policy 2018

(Pages 42 and 43)

·             Minute No. 873 – Information Security Incident Reporting and Data Breach Management Policy

(Page 43)

 

Planning and Licensing Committee - special meeting

8 March 2018

Copy to follow

 

 

Additional documents:

Minutes:

a)        MINUTES OF OVERVIEW AND SCRUTINY COMMITTEE – 14 FEBRUARY 2018

 

RESOLVED that the Minutes of the meeting of the Overview and Scrutiny Committee held on 14 February 2018 be adopted.

 

(b)       MINUTE OF FINANCE AND CORPORATE SERVICES COMMITTEE – 6 MARCH 2018

 

RESOLVED

 

Minute 868 – Pay Policy Statement (Annual Review)

 

RESOLVED

 

(i)              That the Pay Policy Statement attached at Appendix 1 to the Minutes of the Finance and Corporate Services Committee be adopted for the financial year 2018 /19.

 

Minute 869 – Treasury Management and Annual Investment Strategy

 

RESOLVED

 

(ii)           that the draft Treasury Management and Annual Investment Strategy together with the embedded Prudential Indicators for 2018 / 19, as set out in Appendices 2, 3 and 4 to the Minutes of the Finance and Corporate Services Committee, be approved

 

Minute 870 – Financial Services Policy – Mileage and Expenses

 

RESOLVED

 

(iii)         that subject to the above amendment outlined in the Minutes of the Finance and Corporate Services Committee, the Mileage and Expenses Policy attached at Appendix 5 to those Minutes, be approved and adopted

 

Minute 871 – Information and Data Security Policies

 

RESOLVED

 

(iv)          that the following information and data security policies (attached as Appendix 6 to the Minutes of the Finance and Corporate Services Committee) be agreed and adopted.

·                 Conditions of Acceptable Use V7.1 2018

·                 Corporate Information Security Policy V2.1 2018

·                 Using Email and Digital Communications V1.0 2018

 

Minute 871 – Data Protection Policy 2018

 

RESOLVED

 

(v)            that subject to the amendment detailed in the Minutes of the Finance and Corporate Services Committee, the Data Protection Policy, attached at Appendix 7 to those Minutes, be approved.

 

Minute 873 – Information Security Data Breach Incident Reporting Management Policy

 

RESOLVED

 

(vi)           that subject to the amendment detailed in the Minutes of the Finance and Corporate Services Committee, the Information Security Incident Reporting and Data Breach Management Policy, attached at Appendix 8 to those Minutes, be approved.

 

RESOLVED

 

(vii)         that subject to the above decisions, the Minutes of the meeting of the Finance and Corporate Services Committee held on 14 February 2018 be adopted.

 

(c)       MINUTE OF PLANNING AND LICENSING COMMITTEE – 8 MARCH 2018

 

Minute 882 – Essex Coastal Recreational Avoidance and Mitigation Strategy (RAMS) Update

In response to a comment regarding the funding priorities, Councillor Mrs P A Channer, Chairman of the Planning and Licensing Committee, provided a brief update on discussions at the meeting and advised that an update report would be brought to the next meeting of the Committee.

 

RESOLVED that the Minutes of the meeting of the Planning and Licensing Committee held on 8 March 2018 be adopted.

920.

Minutes of Meetings of Committees

To note that since the last meeting of the Council, up until Wednesday 14 March 2018 (Council agenda dispatch) the following Committees have met, and to receive any questions in accordance with Council and Committee Procedure Rule 6 (2).

 

Minutes published:

North Western Area Planning Committee

5 February 2018

South Eastern Area Planning Committee

12 February 2018

Overview and Scrutiny Committee

14 February 2018

Central Area Planning Committee

21 February 2018

 

Minutes NOT finalised for publication:

Joint Standards Committee

22 February 2018

North Western Area Planning Committee

5 March 2018

South Eastern Area Planning Committee

12 March 2018

 

 

Minutes:

The Council noted the list of Committees that had met before and since the last meeting of the Council, up until Wednesday 14 March 2018 for which Minutes had been published.

921.

Questions in accordance with Procedure Rule 6 (3) of which notice has been given

Minutes:

There were none.

922.

Implementation of the Garden Suburbs pdf icon PDF 144 KB

To consider the report of the Director of Planning and Regulatory Services (copy enclosed).

Additional documents:

Minutes:

The Council considered the report of the Director of Planning and Regulatory Services providing an update on the implementation of the Garden Suburbs as set out in Policy S2 of the Local Development Plan (LDP) approved in July 2017.  It was noted that the Garden Suburb Master Plan documents were available as background papers to the report.

 

Delivery of Policy S2 sites was a priority to ensure that the Council achieved the supply of affordable homes and met its Five Year Housing Land Supply.  The report provided an update on progress and highlighted issues being addressed for the South Maldon and North Heybridge Garden Suburbs Master Plans which were presented for adoption as a Supplementary Planning Document.

 

The Leader of the Council drew Members’ attention to an addendum to the report, circulated at the meeting, which highlighted concerns raised regarding the adoption of the North Heybridge Garden Suburb (NHGS) Master Plan as a Supplementary Planning Document.  The addendum suggested the deletion of recommendation (ii) to the report and the Leader explained that deferring approval of the NHGS Master Plan would not impact on the South Maldon Garden Suburb Master Plan which was still recommended for approval by the Council.  The Leader proposed that the recommendations as set out on the addendum be agreed.  This was duly seconded and agreed.

 

Following agreement of the recommendations there was some discussion during which additional information was provided by the Leader of the Council and Officers, including clarification regarding the new Section 106 agreement relating to the South Maldon Garden Suburb Master Plan.

 

RESOLVED

 

(i)              That the progress on the delivery of the Garden Suburbs be noted and that reports are made back to the Council as appropriate;

 

(ii)            That the South Maldon Garden Suburb Master Plan be Adopted as a Supplementary Planning Document.

923.

Schedule of Meetings 2017 / 18

To consider the following revision to the 2018 / 19 Schedule of Meetings:

·                 Change of Date:
Extraordinary meeting of the Council (planning) incorrectly scheduled for Tuesday 5 June 2018 to be changed to Thursday 5 July 2018.

Minutes:

RESOLVED that the extraordinary meeting of the Council (planning) scheduled for 5 June 2017 be changed to 5 July 2018.

924.

Questions to the Leader of the Council in accordance with Procedure Rule 1 (3) (m)

Minutes:

Councillor B S Beale asked the Leader of the Council if he agreed that the problem of clearing the South Eastern Area Planning Committee enforcement backlog had grown to an untenable position.  He advised that the Committee were concerned and required assurance that the situation would be sorted as soon as possible and if further assistance to Officers was required this should also be addressed.  In response, the Leader of the Council agreed with Councillor Beale and advised that these concerns also related to the North Western and Central Area Planning Committees.  He informed Members that Officers had been asked to present a business case to provide extra resource and a further report in respect of enforcement was being drafted regarding the South Eastern area which would be shared with Councillor Boyce and the Chairman / Vice-Chairman of that Committee.