The Council is asked to note any apologies for absence received from Members.

Apologies for absence were submitted on behalf of Councillors Alexander, Doyle, Guglielmi, Kotz, Morrison and Thompson.

The Council is asked to approve, as correct records, the minutes of:-

(a)   the ordinary meeting of the Council held on 25 March 2025; and

(b)   the annual meeting of the Council held on 29 April 2025.

It was moved by Councillor M E Stephenson and:-

RESOLVED that the minutes of:-

(a) the ordinary meeting of the Council held on 25 March 2025; and

(b) the annual meeting of the Council held on 29 April 2025

be approved as a correct record and be signed by the Chairman.

Councillors are invited to declare any Disclosable Pecuniary Interests, Other Registerable Interests or Non-Registerable Interests, and the nature of it, in relation to any item on the agenda.

There were no declarations of interest made by Members on this occasion.

The Council is asked to note any announcements made by the Chairman of the Council.

Chairman’s Charities

The Chairman was pleased to announce that his chosen charities for his year in office would be:-

(1)     Candles – North Essex Down Syndrome Support Group;

(2)     CRY – Cardiac Risk in the Young; and

(3)     Home-Start.

Activities

The Chairman had been proud and privileged to represent the Council at several recent events. Particular highlights had included:-

(i)       attending HM The King’s Garden Party on 7^th May 2025;

(ii)      attending the VE Day 80^th Anniversary commemoration; and

(iii)    visiting the Kenley Way Community Garden.

Congratulations

The Chairman congratulated Councillor Pam Morrison and Councillor Mark Cossens on their elections as Mayor of Harwich Town Council and Mayor of Frinton & Walton Town Council respectively.

The Council is asked to note any announcements made by the Chief Executive.

There were no announcements made by the Chief Executive on this occasion.

The Council is asked to note any statements made by the Leader of the Council. 

Councillors may then ask questions of the Leader on his statements.

There were no statements made by the Leader of the Council on this occasion.

The Council is asked to note any statements made by Members of the Cabinet (Portfolio Holders).

Councillors may then ask questions of the Portfolio Holders on their statements.

Sports and Activity Conference

The Portfolio Holder for Leisure and Public Realm (Councillor Barry) informed Members that on 19 May 2025 the Council had hosted the District’s first-ever Sports and Activity Conference involving sports clubs, coaches, and wellbeing champions.

The conference had marked the beginning of a new, community-focused approach to getting people active, featured lively discussions, practical workshops, and valuable networking opportunities, including with national governing bodies. Attendees had took part in interactive sessions covering everything from boosting participation in sport and physical activity, to strengthening clubs and organisations, and unlocking funding opportunities.

The event saw the unveiling of several exciting new initiatives, including plans for new playzones across Tendring, a new cycle facility at Clacton Leisure Centre, new grant schemes, and targeted activities for residents with disabilities and life-limiting illnesses - ensuring more people could get involved, more often.

The event had also featured keynote speeches from Jason Fergus of Active Essex, who had highlighted the power of collaboration in increasing activity levels, and Rory Doyle, strategic director of the North East Essex Health Alliance, who had spoken about the transformative impact of physical activity on community wellbeing.

The Council will consider any petition(s) received in accordance with the Scheme approved by the Council.

On this occasion it was reported that no ‘live’ petitions had been submitted in accordance with the Scheme approved by the Council.

Subject to the required notice being given, members of the public can ask questions of the Leader of the Council, Portfolio Holders or Chairmen of Committees.

The Chairman shall determine the number of questions to be tabled at a particular meeting in order to limit the time for questions and answers to 21 minutes.

Subject to the required notice being given, members of the public could ask questions of the Leader of the Council, Portfolio Holders or Chairmen of Committees.

It was reported that, on this occasion, no such questions on notice had been submitted.

To notify Members of recent Executive Decision(s) taken in the circumstances set out in the Council’s Constitution in:-

(a)   Rule 15 of the Access to Information Procedure Rules (Special Urgency); and/or

(b)   Rule 18(i) of the Overview and Scrutiny Procedure Rules (Call-in and Urgency); and/or

(c)     Rule 6(b) of the Budget and Policy Framework Procedure Rules.

In accordance with the requirements of Rule 16.2 of the Access to Information Procedure Rules and/or Rule 18(i) of the Overview and Scrutiny Procedure Rules and/or Rule 6(b) of the Budget and Policy Framework Procedure Rules, Council received a report of the Leader of the Council (A.1) which notified Members of recent Executive Decision(s) taken in the circumstances set out in Rule 15 of the Access to Information Procedure Rules and/or Rule 18(i) of the Overview and Scrutiny Procedure Rules.

Clacton Leisure Centre Heating System

It was reported that on 22 April 2025, the Assistant Director (Sport, Culture and Health), on behalf of the Leader of the Council, the Portfolio Holder for Leisure & Public Realm and the Portfolio Holder for Economic Growth, Regeneration and Tourism and in view of the urgency of the issue concerned, and in accordance with Rule 18(i) of the Overview & Scrutiny Procedure Rules, had sought and subsequently obtained the Chairman of the Resources and Services Overview and Scrutiny Committee’s consent, that the joint executive decision relating to the Clacton Leisure Centre Heating System, be exempted from the call-in procedure.

That joint decision had been as follows:-

“That following the failure of one of two boilers serving the Clacton Leisure Centre swimming pool and accompanying changing rooms, the following decisions will agree a process to protect continuity of service, install a new boiler and accompanying plant through securing external funding and improve energy/carbon efficiency of a significant Council asset:-

(a)     the Portfolio Holder for Leisure and Public Realm agrees the strategy set out in this report for addressing the boiler failure at Clacton Leisure Centre, following an action set out for delivery in the Council’s Sport and Activity Strategy;

(b)     on behalf of the Cabinet and using the special urgency powers, in accordance with Parts 3.31 and 5.8, the Leader of the Council and Portfolio Holder for Finance and Governance, in consultation with the Portfolio Holder for Leisure and Public Realm agree for the Council to accept Salix Funding to the value of £1,204,481 and enter into the Funding Agreement, as set out in Appendix A, for the purpose of purchasing and installing a new Boiler and associated plant for Clacton Leisure Centre; and

(c)     subject to (a) and (b), the Portfolio Holder for Economic Growth, Tourism and Regeneration together with the Portfolio Holder for Leisure and Public Realm agree to allocate £164,248 from the Community Regeneration Partnership Funding, as the Council’s contribution to the purchase of a new boiler at Clacton Leisure Centre;

(d)     subject to (a) & (b) above, that the installation of a new boiler system for Clacton Leisure Centre is added to the Capital Programme in 2025/26 with a total budget of £1,368,730;

(e)     that the Leader of the Council and Portfolio Holder for Finance and Governance agrees to carry forward £45,000 from the former Joint Use Sports Centre budget from the 2024/25 financial year into 2025/26, and allocates this towards a budget which can fund a temporary oil-fired boiler system for Clacton Leisure  ...  view the full minutes text for item 27.

The Council will receive the minutes of the following Committees:

(a)     Audit of Thursday 27 March 2025;

(b)     Standards of Wednesday 9 April 2025;

(c)     Resources and Services Overview & Scrutiny of Monday 14 April 2025;

(d)     Community Leadership Overview & Scrutiny of Tuesday 15 April 2025; and

(e)     Tendring / Colchester Borders Garden Community Joint of Thursday 1 May 2025.

NOTES:         

(1)   The above minutes are presented to Council for information only.  Members can ask questions on their contents to the relevant Chairman but questions as to the accuracy of the minutes must be asked at the meeting of the Committee when the relevant minutes are approved as a correct record; and

(2)   If any recommendations to Council have been made by those Committees, these are included within separate reports for Council to decide upon (i.e. by noting the minutes those recommendations are not approved at this stage of the proceedings).

It was moved by Councillor M E Stephensonand:-

RESOLVED that the minutes of the following Committees, as circulated, be received and noted:-

(a)     Audit of Thursday 27 March 2025;

(b)     Standards of Wednesday 9 April 2025;

(c)     Resources and Services Overview & Scrutiny of Monday 14 April 2025;

(d)     Community Leadership Overview & Scrutiny of Tuesday 15 April 2025; and

(e)     Tendring / Colchester Borders Garden Community Joint of Thursday 1 May 2025.

In relation to Minute 74 (Apologies for Absence and Substitutions) of the meeting of the Resources and Services Overview & Scrutiny Committee held on 14 April 2025, Councillor Harris questioned whether the reason for the Leader of the Council’s non-attendance at that meeting had in fact been given at that meeting.

In response, the Chief Executive (Ian Davidson) informed Councillor Harris that any questions relating to the accuracy of those minutes would have to be raised at the next meeting of that Committee when the minutes in question would be approved as a correct record.

To enable Council to consider the recommendation of the Tendring / Colchester Borders Garden Community Joint Committee that the modified version of the Garden Community Development Plan Document and the accompanying Policies Map be formally adopted by Tendring District Council.

Members were informed that, at its meeting held on 1 May 2025, the Tendring / Colchester Borders Garden Community Joint Committee (“the Joint Committee”) had considered a detailed report that had sought the Joint Committee’s recommendation that the Tendring / Colchester Borders Garden Community (TCBGC) Development Plan Document (DPD), with specific modifications, be formally adopted by Tendring District Council and Colchester City Council (“the Councils”). This had followed on from the receipt of the Planning Inspector’s final examination report.

It had been reported to the Joint Committee that, following examination hearings in May 2024, and consultation on the recommended Modifications in September/October 2024, the Planning Inspector had issued his Final Report on the soundness and legal compliance of the DPD.  With the incorporation of the Inspector’s final set of Main Modifications, the DPD had been found to be sound and legally compliant.  This conclusion to the examination now gave the Councils the ability and authority to proceed to formally adopt the Plan.

It was believed by the Joint Committee that the adoption of the DPD would provide an up to date, robust and sustainable basis for guiding future growth and development within the Garden Community – with future planning applications being considered and determined, by the Joint Committee, against the policies and proposals within the DPD in decision-making.

The Joint Committee had been advised that the modifications required by the Inspector had not departed substantially from those that had been reported to the Joint Committee on 5th September 2024 and subsequently published for consultation. The Inspector had however highlighted four Main Modifications as being of particular significance within the summary of his report, those being:-

•    Amending GC Policy 1 to clarify that should the provision of the Park and Choose facility be located south of the A133 it should not prejudice the full and comprehensive expansion needs of the University of Essex (UoE) (MM11);

•    Amending GC Policy 2 to ensure that the minimum requirement of 10% Biodiversity Net Gain (BNG) was met across the masterplan area as required by current legislation (MM90);

•    Amending GC Policy 7 to ensure that the DPD carried forward the requirements of the North Essex Authorities’ Shared Strategic Section 1 Plan 2021 (NEASSS1P) to secure funding and delivery of the Rapid Transit System (MM60); and

•    Removing reference to a potential future Community Infrastructure Levy (‘CIL’) charging schedule, which would be subject to a separate independent examination (MM91).

In addition, it had been reported that four proposed Modifications (namely MM14 to MM17 which related to amendments to the DPD Policies Map) that had been the subject of consultation, had been removed by the Inspector from his final Main Modifications.  Those had been removed as the Policies Map was not defined in statute as a Development Plan Document and therefore the Inspector had not the power to recommend Main Modifications to it.  Notwithstanding this, those changes were required to correct typographical errors and ensure that the relevant policies were effective,  ...  view the full minutes text for item 29.

To enable Council to consider the recommendation of the Tendring / Colchester Borders Garden Community Joint Committee that a Community Governance Review be undertaken, at the appropriate time, that would (amongst other things)  look at the current parish boundaries within the area for the Garden Community (in so far as this is within the District) and would consider whether there is potential to create a new parish for the Garden Community or un-parish the existing area (in readiness for development of the Garden Community and Local Government Reorganisation).

Members were informed that, at its meeting held on 1 May 2025, the Tendring / Colchester Borders Garden Community Joint Committee (“the Joint Committee”) had considered a report (A.2) that had sought the Joint Committee’s approval of the Pathway to Stewardship and Placemaking document as forming part of the planning guidance for determining planning applications at Tendring Colchester Borders Garden Community in respect of stewardship matters.

Members of the Joint Committee had been reminded that, as part of the partner Councils’ commitment to comprehensively plan for the delivery of the Tendring Colchester Borders Garden Community (TCBGC), specialist consultants (Community Stewardship Solutions (CSS)) had been commissioned, following a competitive tendering exercise, to prepare guidance on future stewardship requirements at the Garden Community.

The Joint Committee had recalled that the aim of that commission had been to enable the partner Councils to be better informed and more prepared for the consideration of stewardship proposals as they came forward through the planning process. Stewardship was an integral part of the planning requirements for the TCBGC, as set out in the adopted Section 1 Local Plan and the Development Plan Document.

It had been reported that throughout 2024, CSS had undertaken a series of meetings and interviews with local stakeholders and interested parties to gather views on potential community governance solutions at TCBGC. CSS had also been able to draw upon its considerable experience of planning stewardship arrangements at strategic developments and apply it to the TCBGC.

Members of the Joint Committee had been advised that the commission had culminated in the Pathway to Stewardship and Placemaking document. That document included commentary and bespoke recommendations related to a number of areas that CSS had considered to be intrinsic to progressive and effective stewardship arrangements, including accountable governance, financial sustainability and community enablement.

The Joint Committee had been made aware that the Pathway to Stewardship and Placemaking document, if approved by the Joint Committee, would form part of the partner authorities’ planning guidance that would be applied in the determination of relevant planning applications at TCBGC, particularly in relation to the future Stewardship Strategy to be submitted with the planning application.

In respect of the reference to the characteristics of TCBGC in that the development sat across both the Parishes of Ardleigh and Elmstead, as well as an area of unparished land (in the City of Colchester), it had been noted that the Pathway document had been finalised prior to Essex being included within the Government’s Priority Programme for Devolution and Local Government Reorganisation (LGR).  Therefore, any decision to commence a Community Governance Review to explore a change to the existing boundaries of the two Parishes within the Tendring District, would be undertaken at the appropriate time. 

It had been RESOLVED by the Joint Committee that it:-

(a)   approves the Pathway to Stewardship report as planning guidance for future decision making in relation to stewardship and related matters at Tendring Colchester Borders Garden Community; and

(b)   recommends to Tendring District Council that a Community Governance  ...  view the full minutes text for item 30.

Council will consider any motions on notice that have been submitted in accordance with the provisions of Council Procedure Rule 12.

It was reported that, on this occasion, no motions on notice had been submitted in accordance with the provisions of Council Procedure Rule 12.

The Council is asked to consider the recommendation submitted to it by the Cabinet in respect of the adoption of a Crime and Disorder Reduction Strategy for 2025 - 2028.

Members were aware that, at its meeting held on 11 April 2025 (Minute 159 referred), the Cabinet had considered a report of the report of the Assets and Community Safety Portfolio Holder (A.1) which had presented to Cabinet the Crime and Disorder Reduction Strategy 2025 - 2028 for its approval and for recommendation onto Full Council for adoption, as part of the Council’s Policy Framework.

At that meeting Cabinet hadRESOLVED “that Cabinet –

(a)    notes the success of the Community Safety Partnership to date and the outcome of consultation and engagement with the Partnership and its constituent members in respect of the proposed Crime and Disorder Reduction Strategy 2025-28;

(b) notes the individual recommendations from the Community Leaderships Overview and Scrutiny Committee meeting held on 28^th January 2025, and endorses the Portfolio Holder’s responses to those five recommendations;

(c)   notes the findings of the assessment to inform the Crime and Safety Partnership’s four priorities for the District of Tendring and agrees that these priorities, as set out below, should form the Council’s strategic priorities;

1.      Tackling ASB and the root causes of ASB

2.      High Harm Violence (with a focus on Violence Against Women and Girls (VAWG) and Domestic Abuse)

3.      Drug and knife enabled Serious Violence (Gangs and County Lines)

4.      Emerging threats and Trends (i.e. Shoplifting, Vehicle Crime, Arson & Criminal Damage)

(d)  approves the Crime and Disorder Reduction Strategy 2025 – 2028, as set out in Appendix A, in accordance with Section 6 of the Crime and Disorder Act 1998, for recommendation onto Full Council for adoption as part of the Council’s Policy Framework.”

Resolution (d) above was pertinent to this meeting.

A copy of the published Assets and Community Safety Portfolio Holder’s report (and its appendices) to the Cabinet meeting held on 11 April 2025 was attached to the reference report (A.4).

Councillors M E Stephenson, Harris, P B Honeywood and I J Henderson addressed the Council during the debate on this item.

Having duly considered the reference report (A.4) from Cabinet:-

It was moved by Councillor M E Stephenson and:-

RESOLVED that the Crime and Disorder Reduction Strategy for 2025 - 2028), as set out in Appendix A to the reference report (A.4), be approved in accordance with Section 6 of the Crime and Disorder Act 1998 and adopted as part of the Council’s Policy Framework.

The Council is asked to consider the recommendation submitted to it by the Cabinet in respect of the approval of a Capital and Treasury Strategy for 2025/26.

Members recalled that, at its meeting held on 11 April 2025 (Minute 161 referred), the Cabinet had considered a report of the report of the Corporate Finance and Governance Portfolio Holder (A.3) which had sought Cabinet’s agreement of the Annual Capital and Treasury Strategy for 2025/26 (including Prudential and Treasury Indicators) for submission to this meeting of Full Council.

At that meeting Cabinet had“RESOLVED that the Annual Capital and Treasury Strategy for 2025/26 (including Prudential and Treasury Indicators) be recommended to Full Council for its approval, acknowledging that consultation with the Resources and Services Overview and Scrutiny Committee will be undertaken during 2025/26, subject to inclusion within that Committee’s Work Programme.”

A copy of the published Corporate Finance & Governance Portfolio Holder’s report (and its appendix) to the Cabinet meeting held on 11 April 2025 was attached to the reference report (A.5).

Councillors M E Stephenson and P B Honeywood addressed the Council during the debate on this item.

Having considered the reference report (A.5) from Cabinet:-

It was moved by Councillor M E Stephenson and:-

RESOLVED that the annual Capital and Treasury Strategy for 2025/26 (including Prudential and Treasury Indicators), as set out in Appendix A to the reference report (A.5), be approved and adopted.

The Council is asked to consider any reports submitted to it by an Overview and Scrutiny Committee.

It was reported that, on this occasion, no reports had been submitted to Council by an overview and scrutiny committee.

The Council will note the appointment of Members to serve on the committees et cetera of the Council.

The Chief Executive formally reported that, following the decision taken at the Annual Meeting of the Council on 29 April 2025 (Minute 10 referred) and in accordance with the wishes of the Group Leaders and the authority delegated to him, Members had been appointed to serve on committees et cetera as follows:-

Audit Committee

Councillors Fairley, Keteca, Morrison, Placey, Platt, Steady and Sudra.

Community Leadership and Partnerships Overview & Scrutiny Committee

Councillors Barrett, Codling, Davidson, Doyle, Ferguson, Griffiths, Oxley and Steady.

Human Resources and Council Tax Committee

Councillors Amos, Baker, Calver, Chapman BEM, Guglielmi, Keteca and G Stephenson.

Licensing and Registration Committee

Councillors Amos, Casey, A Cossens, J Henderson, Skeels, Smith, Thompson, White and Wiggins.

Planning Committee

Councillors Alexander, Everett, Fowler, Goldman, Smith, White and Wiggins.

Planning Policy and Local Plan Committee

Councillors Bush, M Cossens, Chapman BEM, Fowler, Guglielmi, Newton, Scott and M Stephenson.

Resources and Services Overview & Scrutiny Committee

Councillors Bensilum, M Cossens, Goldman, Harris, J Henderson, P Honeywood, Newton, Steady.

Standards Committee

Councillors Alexander, Casey, Codling, Doyle, J Henderson, Land and Talbot.

Miscellaneous Licensing Sub-Committee

Councillors A Cossens, J Henderson, Smith, Thompson and White.

Members were aware that a further review of the allocation of committee et cetera seats to the political groups on the Council would be carried out following the by-election in the Frinton Ward on 5 June 2025. The outcome of the review would be submitted to the Council at its meeting on 15 July 2025.

Councillors Harris and Calver addressed the Council in relation to this item.

Following Councillor Harris’ speech, the Chief Executive (Ian Davidson) reminded Members that this was not an item for debate but it was solely an item for information that reported a decision that had been taken.

Following Councillor Calver’s speech, the Council’s Monitoring Officer (Lisa Hastings) reiterated that this was an item for information, and she advised Members to, before the next Full Council meeting, refresh their memory on the Council Procedure Rules as to when they can and can not speak, and generally the rules of debate and asking questions.

Council noted the foregoing.

Subject to the required notice being given, Members of the Council can ask questions of the Chairman of the Council, the Leader of the Council, Portfolio Holders or Chairmen of Committees.

The time allocated for receiving and disposing of questions shall be a maximum of 30 minutes. Any question not disposed of at the end of this time shall be the subject of a written response, copied to all Members the following working day unless withdrawn by the questioner.

Subject to the required notice being given, Members of the Council could ask questions of the Chairman of the Council, the Leader of the Council, Portfolio Holders or Chairmen of Committees.

It was reported that, on this occasion, no such Questions on Notice had been submitted.

To enable Full Council to approve the seating plan for its meetings to be held during the 2025/2026 Municipal Year. The seating plan has been amended to reflect the election of the new Chairman of the Council, the appointment of the new Vice-Chairman of the Council and recent changes in the membership of political groups.

Council had before it the seating plan for its meetings to be held during the 2025/2026 Municipal Year. The seating plan had been amended to reflect the election of the new Chairman of the Council, the appointment of the new Vice-Chairman of the Council and recent changes in the membership of political groups.

It was moved by Councillor M E Stephenson, seconded by Councillor P B Honeywoodand:-

RESOLVED that consideration of the seating plan for meetings of the Full Council to be held during the 2025/2026 Municipal Year be deferred on the grounds that it will need to be revisited at the next meeting of the Full Council because of the by-election in the Frinton Ward on 5 June 2025.

The Council will consider any urgent matters submitted in accordance with Council Procedure Rules 3(xv), 11.3(b) and/or 13(p).

It was reported that no urgent matters had been submitted in accordance with Council Procedure Rules 3(xv), 11.3(b) and/or 13(p) for this meeting.

Council is asked to consider passing the following resolution:

“That under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting during consideration of Agenda Item 23 on the grounds that it involves the likely disclosure of exempt information as defined in paragraph 7 of Part 1 of Schedule 12A, as amended, of the Act.”

It was moved by Councillor M E Stephenson, seconded by Councillor P B Honeywoodand:-

RESOLVED that under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting during consideration of Agenda Item 23 on the grounds that it involves the likely disclosure of exempt information as defined in paragraph 7 of Part 1 of Schedule 12A, as amended, of the Act.

The Council will receive the exempt minute of the meeting of the Audit Committee held on Thursday 27 March 2025.

It was moved by Councillor M E Stephenson, seconded by Councillor P B Honeywood and:-

RESOLVED that the exempt minute of the meeting of the Audit Committee held on Thursday 27 March 2025, as circulated, be received and noted.