Agenda and draft minutes

The Chair will read out the following statement:

“This meeting is being webcast live to our website (https://harlow.public-i.tv/core/portal/home) and will be available for repeated viewing after the meeting has ended.

By continuing to attend this meeting, you are consenting to being filmed and to appearing in the webcast.

I would like to remind all those participating in the meeting to use their microphones when they speak, and to turn them off once they have finished talking.”

The Chair said the meeting was being webcast live and would be available for repeated viewing after the meeting has ended. By continuing to attend the meeting, you were consenting to being filmed and to appearing in the webcast.

Apologies for absence were received from Councillors Mark Ingall, Maggie Hulcoop and Russell Perrin.

Councillors’ declarations of interest (if any) in relation to any items on the agenda.

None.

To agree the minutes of the meeting held on 27 February 2025.

RESOLVED that the minutes of the meeting held on 27 February 2025 are agreed as a correct record and signed by the Chair subject to the amendment of Councillor Hardware’s title at Essex County Council to be Deputy Cabinet member for the Arts, Heritage and Culture.

The Chair noted that Aiden O’Dell had resigned as a Councillor. The Chair thanked Aiden for his service.

The Chair offered his condolences to the friends and family of Tom Farr, who served as a Councillors from the 1960’s, through to 1990. He was Chair of the council in 1975 and was the longest serving Leader in the council’s history. Councillor Tony Durcan paid tribute to Tom.

The Chair reminded Councillors that due to the by-election, the council was now in the pre-election period. He reminded Councillors of the restrictions in place at this time.

Lastly, the Chair thanked all the staff and acts involved in making Celebrate Harlow a success.

The questions, together with the answers, are appended to the minutes.

The questions, together with the answers, are appended to the minutes.

Proposed by Councillor James Griggs and seconded by Councillor Jodi Dunne:

“This council recognises the value of accurately and appropriately recording its publicly accessible meetings.

Administrative support and minute taking provides an essential service. It is recognised that the approved minutes of a meeting are its legal record, but minutes cannot be expected to accurately record every detail of a meeting in the same way that modern recording technology can. 

This Council already makes audiovisual recordings of its main, publicly accessible meetings which it webcasts and makes available on its website for future reference. This Council now commits to making audiovisual recordings of all of its publicly accessible meetings, where reasonably practicable, although it acknowledges that it will not be possible to webcast all of the publicly accessible meetings that it records. 

Recognising that there are matters of operational logistics to resolve in order to move to a position of recording as many of its publicly accessible meetings as is reasonably practicable, this Council asks the Managing Director to take the necessary steps to implement a policy of recording as many of the Council’s publicly accessible meetings as is reasonably practicable, and that he does so in consultation with the Leader of the Council and the Leader of the Opposition.”

Proposed by Councillor James Griggs (seconded by Councillor Jodi Dunne)

“This council recognises the value of accurately and appropriately recording its publicly accessible meetings. Administrative support and minute taking provides an essential service. It is recognised that the approved minutes of a meeting are its legal record, but minutes cannot be expected to accurately record every detail of a meeting in the same way that modern recording technology can.

This Council already makes audiovisual recordings of its main, publicly accessible meetings which it webcasts and makes available on its website for future reference. This Council now commits to making audiovisual recordings of all of its publicly accessible meetings, where reasonably practicable, although it acknowledges that it will not be possible to webcast all of the publicly accessible meetings that it records.

Recognising that there are matters of operational logistics to resolve in order to move to a position of recording as many of its publicly accessible meetings as is reasonably practicable, this Council asks the Managing Director to take the necessary steps to implement a policy of recording as many of the Council’s publicly accessible meetings as is reasonably practicable, and that he does so in consultation with the Leader of the Council and the Leader of the Opposition.”

RESOLVED that the above motion be carried.

Daniel Dickinson left the meeting for the consideration of the item.

Full Council received a report on the appointment of a Monitoring Officer.

Proposed by Councillor Dan Swords (seconded by Councillor James Griggs) it was:

RESOLVED that:

A    In line with the requirements under section 5 of the Local Government and Housing Act 1989 (as amended), Mr Daniel Dickinson be designated as the council’s Monitoring Officer with effect from 28 March 2025 until 6 July 2025.

B    In line with the requirements under section 5 of the Local Government and Housing Act 1989 (as amended), Ms Farida Hussain be designated as the council’s Monitoring Officer with effect from 7 July 2025.

C    Council noted that the Monitoring Officer will also be the council’s Data Protection Officer in line with the Data Protection Act 2018.

Daniel Dickinson returned to the meeting.

Full Council received a report on updated contract standing orders.

Proposed by Councillor Dan Swords (seconded by Councillor James Leppard) it was:

RESOLVED that Full Council approved the updated Contract Standing Orders (CSOs) as set out in Appendix A to the report, for inclusion in the constitution, and delegated to the Monitoring Officer, in consultation with the Leader of the Council, authority to make any necessary minor or consequential amendments to constitution or CSOs to ensure the proper and effective integration/operation of the same.

Licensing Committee recommended to Full Council that:

 i)          The proposals in paragraphs 22-31 of the report for driver training standards and procedures be adopted, subject to the following amendments:

·           Licensed drivers would be required to attend refresher training every two years, instead of every three years;

·           The provision to allow drivers to submit proof of completing an equal or higher-level course provided by another licensing authority in lieu of a course offered by Harlow Council be removed.

ii)          The driver training for licensees and applicants is outsourced to qualified training providers as proposed in paragraphs 32-36 of the report, subject to The Chair of the Licensing Committee, and the relevant Assistant Director, approving the specification of any training prior to award of contract.

Full Council received a referral from the Licensing Committee on hackney carriage and private hire driver training.

Proposed by Councillor Clive Souter (seconded by Councillor James Griggs) it was:

RESOLVED that:

A    The proposals in paragraphs 22-31 of the report for driver training standards and procedures be adopted, subject to the following amendments:

                             i)        Licensed drivers would be required to attend refresher training every two years, instead of every three years;

                            ii)        The provision to allow drivers to submit proof of completing an equal or higher-level course provided by another licensing authority in lieu of a course offered by Harlow Council be removed.

B    The driver training for licensees and applicants is outsourced to qualified training providers as proposed in paragraphs 32-36 of the report, subject to The Chair of the Licensing Committee, and the relevant Assistant Director, approving the specification of any training prior to award of contract.

Full Council received a referral from Cabinet on the acquisition of, or use of a Compulsory Purchase Order, for the site known as Harlow Quarter.

Proposed by Councillor Dan Swords (seconded by Councillor James Griggs) it was:

RESOLVED that Full Council:

A    Delegated authority to the Managing Director, in consultation with the Leader of the Council, the S151 Officer and the Monitoring Officer, to finalise proposals for the purchase of Harlow Quarter by private treaty.

B    Delegated authority to the Managing Director, in consultation with the Leader of the Council, the S151 Officer and the Monitoring Officer to, in parallel with negotiations to acquire by private treaty, finalise proposals to acquire Harlow Quarter using compulsory purchase powers.

C    Allocated the maximum budget set out in confidential Appendix B to the report, to fund the acquisition of Harlow Quarter including all costs associated with the acquisition and/or compulsory purchase process, and delegate authority to the S151 Officer to amend the Council’s Capital Strategy and Treasury documents accordingly.

D    Noted that final authority to proceed with an acquisition by private treaty (pursuant to A above) or to exercise compulsory purchase powers (pursuant to B above) will be subject to a future Cabinet decision.

Full Council received the annual reports from Councillors appointed to outside bodies.

RESOLVED that the reports be noted.

RESOLVED that the appointments be approved as appended to the minutes.

To note the following Cabinet and Committee minutes:

Such other business which, in the opinion of the Chair, should be received as a matter of urgency by reason of special circumstances to be specified in the minutes.

None.