Agenda and minutes

The Chairman welcomed everyone to this, the first remote meeting of the Maldon District Council, held under new regulations which came into effect on 4 April 2020 in response to the COVID-19 situation.  The Chairman then went through some general housekeeping arrangements for the meeting.

A roll call of those Members present was taken.

Apologies for absence were received from Councillors V J Bell, R P F Dewick, J V Keyes and C P Morley.

It was noted that Councillor K W Jarvis may have to leave the meeting early.

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).

Councillor Mrs P A Channer disclosed a non-pecuniary interest as a Member of Essex County Council specifically in relation to Agenda Item 15 – Provisional Financial Impact of COVID-19 and any other items of business relating to the County Council that may arise during debate.

Following a request from the Chairman, the Director of Service Delivery made a presentation which provided an update on the Council’s preparation for release from lockdown and how it was supporting local businesses. 

Members noted the role of the local authority was to ensure that the public could safely access the high street and shops.  The Council was developing a COVID-19 Recovery Framework and a detailed survey of the high street had been carried out.  The Director of Service Delivery highlighted how the Government was expecting local authorities to make significant changes to high street road layouts to give more space to cyclists and pedestrians.  The presentation outlined the proposals being considered by the Council and the three phases developed for reopening high streets safely.

It was noted that following development of the draft plan the Interim Measures Group would be considering recommendations and Officers would be engaging with Maldon Ward Members and Town Councillors to identify areas where assistance could be provided by the District Council.  In addition, the Air Quality Management Plan for Market Hill would be considered by the Council at its meeting on 2 July.

The Chairman advised that there would not be any questions on this presentation and should any Members have any questions that these be directed to the Director of Service Delivery outside of the meeting.  He requested that the Director provide Members with a copy of the presentation.

To confirm the Minutes of the Council meeting held on 13 February 2020 (copy enclosed).

RESOLVED that the Minutes of the Council meeting held on 13 February 2020 be agreed.

To confirm the Minutes of the extraordinary Council meeting held on 17 March 2020 (copy enclosed).

In response to a query, the Chairman agreed that the Minutes should refer to this being an extraordinary meeting. 

RESOLVED that subject to the above amendment the Minutes of the extraordinary Council meeting held on 17 March 2020 be agreed.

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).

Should you wish to submit a question please complete the online form at https://forms.office.com/Pages/ResponsePage.aspx?id=VH_RilQmuUumwvI0YlcqFJCd4KzoXBdDs1brNZU39TJUNkY5QzBXOVFSQzdBUlZIUk1VSjAxTjVRRy4u

There were none.

On behalf of Members, the Chairman thanked the staff of the Council, for the work they had achieved over the last few weeks against very stringent conditions.  He commented that they had done a magnificent job.  At this point the Chairman also commended the Council’s contractors, particularly Suez who had cleared the waste from the streets of the District very efficiently and achieved a very good service to the Council and its residents.  He referred to the increased tonnage being around 20 / 30%.

·                 Minute No. 802 – Review of Penalty Charges for Environmental Offences

·                 Minute No. 803 – Pay Policy Statement 2020 / 21

RESOLVED

(i)              That the Minutes of the Strategy and Resources Committee held on 20 February 2020 be received.

The Council considered the following recommendations brought forward from the Strategy and Resources Committee.

Minute 802 – Review of Penalty Charges for Environmental Offences

RESOLVED

(ii)            That the levels of charge from 1 April 2020 be increased up to the maximum levels permitted under the legislation as set out in Appendix 1 to the Minutes of the Strategy and Resources Committee;

(iii)          That that the team continues to support educational campaigns targeting public awareness of environmental offences.

Minute 803 – Pay Policy Statement 2020 / 21

RESOLVED

(iv)           that the Pay Policy Statement attached as Appendix 2 to the Minutes of the Strategy and Resources Committee be adopted for the financial year 2020 / 21.

RESOLVED

(v)             That subject to the above decisions, the Minutes of the Strategy and Resources Committee held on 20 February 2020 be agreed.

RESOLVED that the Minutes of the Performance, Governance and Audit Committee held on 20 February 2020, be received and noted.

To note that since the last Council, up until Tuesday 19 May 2020 (Council agenda dispatch) the following Committees have met, and to receive any questions in accordance with Council and Committee Procedure Rule 6 (2).

The Council noted the list of Committees that had met since the last meeting of the Council, up to Wednesday 19 May 2020 for which Minutes had been published.

There were none.

To consider the report of the Director of Strategy, Performance and Governance, (copy enclosed).

The Council considered the report of the Director of Strategy, Performance and Governance seeking Members’ review of the procedures and arrangements for remote Committee meetings at Maldon District Council.

It was noted that the COVID-19 Interim Measures Group (COVID-19 Group) had considered a report (attached at Appendix A to the report) and agreed a procedure along with the instatement of remote Council and Committee meetings.  A statutory annual meeting of the Council had been scheduled for Thursday 3 September and it was proposed to schedule that all Council and Committee meetings restarted from 5 October 2020.

At this point the Leader of the Council thanked Directors and particularly tier 2 managers for the work they had done in supporting the Directors during the COVID emergency.  These thanks were expressed by other Members of the Council.  On behalf of all Members of the Council he sent condolences to anyone in the District who had lost a loved one as a result of the health emergency.

The Director of Strategy, Performance and Governance presented the report highlighting:

·                 the Council’s quick and efficient response to the various challenges that had arisen during the COVID emergency, not least new guidance and policies introduced by Central Government, often at short notice, requiring changes to Council policy.  It was noted that all decisions made during this period had been made transparently, logged and reported to Members on a weekly basis.

·                 the reinstatement of remote Council, District Planning Committee and Area Planning Committee (APC) meetings.  An amended schedule of remote meetings (Appendix 3 to Appendix A) had been circulated prior to the meeting and now included APCs.  The Interim Measures Group would continue to run alongside these remote meetings to enable quick decisions, where required.

The Director of Resources and Director of Service Delivery both outlined additional work that was ongoing, along with the pressures on staffing in response to the health emergency.  The Leader reiterated this, commenting on the additional resources required to address any requirements from the Department for Communities and as well as ensure that business continued as usual.

At this point the Leader of the Council introduced Mr Chris Leslie, the new Director of Resources.

The Leader proposed that the recommendations as set out in the report be agreed.  This proposal was duly seconded.

In response to questions, the Leader of the Council advised that in respect of the scheduled time and frequency of remote meetings it would be beneficial to carry out a review of remote meetings once the first few had taken place in June.  The Leader advised that he would be proposing, at an Interim Measures Group meeting the following day, that meetings of the Corporate Governance Working Group (CGWG) be restarted and its membership be extended to include members of the Independent Group.

Councillor E L Bamford spoke in relation to the three recommendations and sought clarification on the following points:

·                 to whom Members should ask if they had issues they wanted considered by a Working Group;

·                 if the  ...  view the full minutes text for item 967.

Councillor W Stamp referred to the recent transformation undergone by the Council and the reference by other Members at this meeting to limited staff resource.  She asked the Leader of the Council if he agreed with her that at this stage whether the Council had been too harsh by trimming the workforce down so much.  In response the Leader of the Council provided detailed information regarding the transformation process, the savings it had delivered and how the process had aided the Council when it had to implement emergency powers in light of the COVID-19 emergency, enabling a seamless transition from the Council buildings to working remotely.  He advised that he was happy with the full council transformation and the output it gave, it did make the Council agile and had allowed it to work remotely and as a result would probably change working practices in the future.  At this point he commended the Council’s staff on the way they were working remotely highlighted the revenues and benefits team.

Councillor K M H Lagan referred to earlier comments from both Directors and the Leader regarding business as usual and how the Council should be working more effectively with the strategies in place and IT investment.  He felt that the Council should carry out a complete review once through the current health crisis and highlighted the need for the Council to resume in a face to face capacity to represent the people and deliver the quality of services it needed to deliver, with services like revenues and benefits prioritised.  In response, the Leader of the Council thanked Councillor Lagan for the questions and emails he had sent him.  The Leader provided the Council with detailed information regarding current working arrangements, including resources and drew attention to how resources had been diverted to deal with paying out the £17m of government grants to local businesses.  It was noted that payment of discretionary grants was due to start on Monday 4 June.  He explained that if a review was undertaken of the last 8 / 10 weeks performance the Council was ahead of the curve compared with other Councils and should be proud of what had been achieved (particularly by officers).  The Leader agreed with Councillor Lagan that there should be a review, but when the time was right.  He referred to comments raised by Councillors C Mayes and N Skeens prior to the lockdown and the importance of getting Maldon High Street arrangements in place.

Councillor C Mayes asked the Leader of the Council why (referring to Maldon High Street) the plans outlined in a meeting earlier today by Director of Service Delivery, shared with the public via the Maldon Business Board earlier this week gave the impression that this was a done deal.  The Leader of the Council advised that he was unaware that the conversation had taken place with the Maldon Business Board, but highlighted discussions with the Leader of the Opposition and the Interim Measures Board.  The Interim Measures Board  ...  view the full minutes text for item 968.

To resolve that under Section 100A (4) of the Local Government Act 1972 the public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A to the Act, and that this satisfies the public interest test.

RESOLVED that under Section 100A(4) of the Local Government Act 1972, the public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A to the Act, and that this satisfies the public interest test.

At this point the Chairman thanked members of the public for joining the meeting and confirmed that the live stream was now turned off.

In response to a question regarding confidential information, the Chairman reminded Members’ that they had to abide by the Members’ Code of Conduct.

To consider the report of the Director of Resources, (copy enclosed).

The Council received the report of the Director of Resources informing Members of the estimated financial impact of the COVID-19 pandemic on the Council. 

The report provided detailed information and highlighted key issues along with general fund pressures, central Government support and reserve balances. 

The Leader of the Council advised that he had spoken to Officers regarding the recommendation and the large amount of work required to ensure figures were correct and understand what the Council’s projections were.  He therefore proposed that the recommendation be amended to read “…brought to the meeting of the Council on 16 July 2020’.  The Leader highlighted how it was critical for the Council to understand where it was fiscally as a result of the health emergency.

The Director of Resources presented the report and outlined the work that had been undertaken by the Finance team over the last few weeks, which included detailed review of budgets with managers.  The report highlighted the most significant items and it was noted that monitoring of these was continuing.  The Director drew Members’ attention to particular areas of Council business, highlighting where high risk has been identified.  Work to quantify the range of financial expenditures was ongoing and it was noted that the revised Medium-Term Financial Statement was currently being prepared.

Members noted that vast resources had been diverted towards dealing with the pandemic crisis and this was likely to continue to some degree for the remainder of the financial year and possibly beyond.

In response to questions raised, the Leader of the Council confirmed that the Council was engaged with the Ministry of Housing Communities and Local Government at all times and highlighted the grants received from the Government but the huge costs to the Council relating to the pandemic.

The Director of Resources responded to a question regarding staff resources and provided indication of where additional resources had been required.  In response to a further question regarding the General Fund Reserves, he reported that the final accounts were due to be published shortly.

The Chairman then moved the proposal in the name of the Leader of the Council, duly seconded.  Upon a vote being taken this was agreed.

RESOLVED that the potential financial impact of COVID-19 be noted and a revised Medium-Term Financial Strategy be brought to the meeting of the Council on 16 July 2020.