Agenda and minutes

To elect a Chairman of the Council for the ensuing municipal year 2016/17.

The procedure set out below will be followed:

(a)  If intending to stand for re-election as Chairman, the outgoing Chairman cannot preside over their own election. The Chairman will therefore need to either resign the office (which allows them to stay and participate in proceedings) or vacate the chair and leave the meeting prior to nominations being made. The Vice-Chairman, or in the Vice-Chairman’s absence a member of the Council elected to preside over the election, will act as the Chairman in such a situation.

(b)  The Chairman, Vice-Chairman or Member presiding (as appropriate) will call for nominations (which must be proposed and seconded) followed by either a direct vote or a succession of votes depending on the number of nominations.

(c)  In the case of an equality of votes, the Chairman, Vice-Chairman or Member presiding will have a casting vote.

Upon election, the procedure will be followed:

(a)  The Chairman will sign the Declaration of Acceptance of Office.

(b)  The Chairman will address the Council.

(c)  The Retiring Chairman (in the event of a retiring Chairman) will be presented with the past Chairman’s badge.

(d)  The Retiring Chairman (in the event of a retiring Chairman) will address the Council.

In the absence of the Chairman or Vice-Chairman, the Head of Democratic Services called for nominations for a chairman for the first item of business.

It was moved by Councillor P A Watkins, and duly seconded, that Councillor P G Heath be elected Chairman for the duration of the first item of business.

On being put to the meeting it was:

RESOLVED: That Councillor P G Heath be elected Chairman for the first item of business.

Councillor P G Heath called for nominations for the position of Chairman of the Council for the ensuing municipal year 2016/17.

It was moved by Councillor M D Conolly and duly seconded, that Councillor S S Chandler be elected Chairman of Dover District Council for the ensuing municipal year 2016/17.

On being put to the meeting it was:

RESOLVED: That Councillor S S Chandler be elected Chairman of Dover District Council for the ensuing municipal year 2016/17.

(Councillor S S Chandler, who had not been present at the meeting prior to the vote being taken, entered the Council Chamber and, having made her declaration of acceptance of office, took the chair.)

To appoint a Vice-Chairman of the Council for the ensuing municipal year 2016/17.

The following procedure will be followed:

(a)   The Chairman will call for nominations (which must be seconded) followed by either a direct vote or a succession of votes depending on the number of nominations.

(b)   In the case of an equality of votes, the Chairman will have a casting vote.

Upon election, the Vice-Chairman will sign the Declaration of Acceptance of Office.

The Chairman called for nominations for the position of Vice-Chairman for the ensuing municipal year 2016/17.

It was moved by Councillor F J W Scales, duly seconded and

RESOLVED: That Councillor D Hannent be appointed Vice-Chairman of the Dover District Council for the ensuing municipal year.

Apologies for absence were received from Councillors B W Butcher, N Dixon, D Hannent, J M Heron, T P Johnstone and S M Le Chevalier.

To receive any declarations of interest from Members in respect of business to be transacted on the agenda.

There were no declarations of interest made by Members.

To confirm the attached Minutes of the meeting held on 2 March 2016.

The Minutes of the meeting held on 2 March 2016 were approved as a correct record and signed by the Chairman.

To receive any announcements from the Chairman, Leader, Members of the Cabinet or Head of Paid Service.

The Chairman made the following announcement:

(a)  The Death of former Councillor R V Hansell

The Chairman announced the sad news of the recent death of former district councillor Mr R V Hansell who served on the Council between 1995 – 1999 representing the Shepherdswell with Coldred Ward and 2003 – 2007 representing the Eythorne and Shepherdswell Ward and was a former Leader of the Council in his capacity as the Chairman of the old Policy and Resources Committee in 1998-1999.

The Chairman called upon the group leaders to speak and condolences were expressed to his family. 

The Council stood in silence as a mark of respect for former district councillor Mr R V Hansell.

The Leader of the Council made the following announcement:

(a)  St James (DTIZ) Development

That a significant announcement in respect of the St James development would be made the next day.

(b)  Devolution Agenda

That there had been meetings held with Kent County Council and East Kent Leaders in respect of the Devolution Agenda and East Kent aspirations for devolution. A further update would be provided to the Council meeting to be held in July 2016.

To receive from the Leader of the Council any changes to the Members of the Cabinet and related portfolios.

The Leader of the Council advised that he had made no changes to the number of members of the Cabinet or the portfolios.

RESOLVED: That in accordance with the notice provided by the Leader, it be noted that Cabinet would comprise of the following for the ensuing municipal year 2016/17:

To note the composition of the Shadow Cabinet as advised by the Leader of the Main Opposition Party. The Shadow Cabinet must directly reflect the composition of the Cabinet (in accordance with the Council Procedure Rules).

Councillor M R Eddy, Leader of the Main Opposition, moved the composition of the Shadow Cabinet for the ensuing municipal year.

RESOLVED: That in accordance with the notice provided by the Leader of the Main Opposition Group, the Shadow Cabinet would comprise of the following for the ensuing municipal year:

(a)    Committees

To appoint the following Committees as the Council considers appropriate to deal with matters which are neither reserved to the Council nor are executive functions:

Dover Joint Transportation Board

East Kent Shared Services Committee

Electoral Matters Committee

General Purposes Committee

Governance Committee

Joint Health, Safety and Welfare Consultative Forum

Joint Staff Consultative Forum

Licensing Committee

Planning Committee

Regulatory Committee

Scrutiny (Community and Regeneration) Committee

Scrutiny (Policy and Performance) Committee

Standards Committee

(b)   Review of Allocation of Seats to Political Groups

To determine the allocation of seats to political groups in accordance with Section 15 of the Local Government and Housing Act 1989.The attached report of the Chief Executive and Director of Governance sets out the recommended allocation of seats to political groups.

(c)  Chairmen, Vice-Chairmen and Spokespersons of Committees

To appoint the Chairman, Vice-Chairman and Controlling Group Spokespersons and Deputy Controlling Group Spokespersons of the above Committees as appropriate.

The list below sets out the Chairman’s Political Groups for the period 2015/16 for reference. 

Committee                                               Chairman’s Political Group

Dover Joint Transportation Board             As per terms of reference

East Kent Shared Services Committee    As per terms of reference

Electoral Matters Committee                    Conservative

General Purposes Committee                  Conservative

Governance Committee                           Conservative

Joint Health, Safety and Welfare

Consultative Forum                                   Elected by the membership of the Forum

Joint Staff Consultative Forum                 Elected by the membership of the Forum

Licensing Committee                                Elected by the membership of the Committee

Planning Committee                                 Conservative

Regulatory Committee                              Conservative

Scrutiny (Community and

Regeneration) Committee                        Labour (the Constitution presumes the committee will be opposition chaired)

Scrutiny (Policy and

Performance) Committee                         Labour (the Constitution presumes the committee will be opposition chaired)

Standards Committee                               Conservative

It was moved by Councillor P A Watkins, duly seconded and

RESOLVED: (a)     That the Dover Joint Transportation Board and the 2 Overview and Scrutiny Committee be considered as Ordinary Committees for the purposes of calculating the allocation of seats for political groups.

                        (b)     That a Licensing Committee be appointed with 15 seats and, whilst noting the duty to ensure political proportionality does not apply to the Licensing Committee, its seats be allocated to reflect the proportionality of the Council.

(c)     That, having noted the allocation of seats calculated in accordance with the provisions of the Local Government and Housing Act 1989, the Council Committees be constituted as indicated below for the ensuring municipal year and the Boards and Forums be constituted with the membership, Chairman, Vice-Chairman and Spokespersons as shown:

                        (The Licensing Committee, the Joint Health, Safety and Welfare  ...  view the full minutes text for item 9.

To approve a programme of ordinary meetings of the Council for the ensuing year.

The Council, at its meetings on 2 March 2016, provisionally approved the programme subject to ratification at this meeting.In the event that any Member wishes to propose a change to the Calendar of Meetings, they are asked to contact the Head of Democratic Services or the Team Leader – Democratic Services prior to the date of the meeting at which this report is considered in order that the implications of rearranging the Calendar can be established.

It was moved by Councillor P A Watkins, duly seconded and

RESOLVED:  That the Calendar of Ordinary Meetings for 2016/17 as set out in Appendix A be approved and adopted.

To consider the joint report of the Chairman of the Standards Committee and the Monitoring Officer.

It was moved by Councillor M R Eddy, duly seconded and

RESOLVED:   That the Annual Report of the Standards Committee be noted.

To consider the joint report of the Chairman of the Governance Committee and the Director of Governance.

It was moved by Councillor P G Heath, duly seconded and

RESOLVED: That the Annual Report of the Governance Committee be noted.

To consider the report of the Monitoring Officer.

It was moved by Councillor K Mills, duly seconded and

RESOLVED: That the Annual Report of Overview and Scrutiny be noted.

There were no items of urgent business.