Agenda and minutes

To elect the Mayor for the municipal year 2021/22

It was proposed by Councillor A Oakley, seconded by Councillor N Heslop and

RESOLVED:  That Councillor R Roud be elected Mayor for the municipal year 2021/22

The Mayor, having made the statutory declaration of acceptance of office assumed the Chair and thanked Members for his election.   It was confirmed that the acceptance of office would be formally signed at the earliest opportunity and when circumstances allowed.  In addition, it was confirmed that the Civic Office would make arrangements for the collection and distribution of the Mayoral regalia upon further relaxation of the coronavirus restrictions.

To propose a vote of thanks to the outgoing Mayor

Members expressed appreciation to the retiring Mayor for her dedicated, loyal and enthusiastic service to the Borough and its residents and commended her flexibility in adapting to the challenges created by the coronavirus pandemic during the last year.

In response to the thanks expressed, Councillor Anderson recorded appreciation to Councillor Roud for his support as Deputy Mayor and to those who had acted as her consort over her 2 year period of service.  Finally, she was pleased to report that £6,875 had been raised in support of the Mayor’s Charity CRY (Cardiac Risk in the Young).

It was proposed by Councillor H Rogers, seconded by Councillor N Heslop and

RESOLVED:  That the Borough Council’s sincere appreciation be recorded for the excellent manner in which the retiring Mayor, Councillor Mrs J Anderson, had performed her duties both in the Council Chamber and throughout the Borough during the preceding year.

To elect the Deputy Mayor the municipal year 2021/22

It was proposed by Councillor D Lettington, seconded by Councillor N Heslop   and

RESOLVED:  That Councillor S Bell be appointed Deputy Mayor for the municipal year 2021/22.

The Deputy Mayor made the statutory declaration of acceptance of office and thanked Members for her appointment.

To confirm as a correct record the Minutes of the meeting of Council held on 13 April 2021

RESOLVED:  That the Minutes of the proceedings of the meeting of the Council held on 13 April 2021 be approved as a correct record and signed by the Mayor.

The new Mayor thanked the Council for his election and expressed appreciation for the many good wishes received.  He announced that the Mayor’s Charity would be the Kent Air Ambulance which provided emergency medical care for the people living, working and travelling in the area.  The Reverend James Brown would be his Chaplain.

His first official event would be supporting the conclusion of the RBLIs ‘Tommy’s Race to Victory’ relay which was due to finish at Preston Hall, Aylesford on Saturday 8 May in time for their VE day celebrations. 

To determine the political balance arrangements for the Council’s committees, sub-committees, advisory boards and panels.

The report of the Director of Central Services and Deputy Chief Executive set out details of political balance arrangements required to be applied to the Borough Council’s committees, sub-committees, advisory boards and panels.

RESOLVED:  That the composition of all committee, sub-committees, advisory boards and panels be approved in accordance with the table set out at paragraph 1.1.5 of the report and the Monitoring Officer make any consequential amendments to the Borough Council’s Constitution in respect of political balance.

To note the Leader’s appointments to the Cabinet and the portfolios they will hold.

Details of appointments will be set out on Annex 1 and circulated in advance of the meeting.

The Leader presented details of the composition of the Cabinet.

RESOLVED:  That it be noted that the Cabinet will comprise six Members (in addition to the Leader) with the responsibilities as set out at Annex 1 and duplicated below:

Councillor N Heslop – Leader

Councillor R Betts – Street Scene and Environment Services

Councillor V Branson – Economic Regeneration

Councillor M Coffin – Finance, Innovation and Property; and Deputy Leader

Councillor D Lettington – Strategic Planning and Infrastructure

Councillor P Montague – Housing

Councillor M Rhodes – Community Services

To consider the establishment and composition of the Committees of the Council and their Sub-Committees for the municipal year.

Details of nominations will be  set on Annex 2 and circulated in advance of the meeting.

RESOLVED:  That appointments to the Committees of the Council for 2021/22 be approved as set out at Annex 2.

To appoint Advisory Boards and Panels and Other Member Groups for the municipal year.

Details of nominations will be set out on Annex 3 and circulated in advance of the meeting.

RESOLVED:  That appointments to the Advisory Boards, Panels and other Member Groups of the Council for 2021/22 be approved as set out at Annex 3.

To appoint the Chairmen and Vice-Chairmen of each Committee.

Details of nominations will be set out on Annex 4 and circulated in advance of the meeting.

RESOLVED:  That appointments of Chairmen and Vice-Chairmen of each Committee, Board, Panel and Group for 2021/22 be approved as set out at Annex 4.

To appoint representatives to serve on outside bodies.

Details of nominations will be set out on Annex 5 and  circulated in advance of the meeting.

RESOLVED:  That appointments to serve on outside bodies for 2021/22 be approved as set out at Annex 5.

Members are invited to confirm the Scheme of Delegations in compliance with the Constitution.

Members were invited to confirm the Scheme of Delegation in compliance with the Constitution.

RESOLVED:  That

(a)         those parts of the scheme of delegation set out in Part 3 of the Constitution which are for the Council to approve (Responsibility for Council Functions) be confirmed;

(b)         the Leader's recommendations concerning the arrangements for decision-making by individual executive Members set out in Part 3 of the Constitution (Responsibility for Executive Functions and Portfolios of Cabinet Members) be adopted;

(c)         the current scheme of delegation to officers in respect of executive functions set out in Part 3 of the Constitution (Functions and Powers Delegated to Officers) be re-adopted.

The programme of meetings for the municipal year 2021/22 and the provisional programme for 2022/23 are attached for approval. 

The programme of Council, Cabinet, Committee and Advisory Board and Panel meetings for 2021/22 and 2022/23 was presented for approval.

RESOLVED:  That

(1)             the programme of meetings for 2021/22 (as set out in Annex 1 to the report) be formally endorsed; and

(2)             the provisional programme of meetings for 2022/23 (as set out in Annex 2 to the report) be approved.

As part of proposals for the safe return of face to face meetings after 7 May 2021, and to comply with coronavirus regulations and/or guidance in place at the time, the way meetings are conducted will change.  Consequently, there will be a strict limit on public participants physically attending planning committees (whether to speak or otherwise). A number of minor, temporary, changes are required to the Protocol on Public Speaking at Planning Committees as set out in Part 4 (Rules) of the Constitution. These are set out at Annex 1 to this report.

The report of the Director of Central Services and Deputy Chief Executive advised that as part of proposals for the safe return of face to face meetings after 7 May 2021, and to comply with coronavirus regulations in place at the time, a number of temporary changes to the Protocol on Public Speaking at Area Planning Committees were recommended.  These were set out at Annex 1 to the report.

RESOLVED:  That the temporary arrangements to the Protocol on Public Speaking at Planning Committees be approved.

To authorise the Common Seal of the Council to be affixed to any Contract, Minute, Notice or other document requiring the same.

RESOLVED:  That authority be given for the Common Seal of the Council to be affixed to any instrument to give effect to a decision of the Council incorporated into these Minutes and proceedings.