Agenda and minutes

To elect a Chairman of the Council for the ensuing municipal year 2020/21.

In the absence of the Chairman at the commencement of the meeting, the Vice-Chairman called for nominations for the position of Chairman of the Council for the ensuing municipal year 2020/21.

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

In the absence of any other nominations it was put to the meeting and it was

RESOLVED:  That Councillor M D Conolly be elected Chairman of Dover District Council for the ensuing municipal year 2020/21.

(Councillor M D Conolly took the chair and gave a short address to the Council concerning his first year as Chairman of the Council and the impact that the Covid-19 pandemic had on it.)

To appoint a Vice-Chairman of the Council for the ensuing municipal year 2020/21.

The Chairman called for nominations for the position of Vice-Chairman for the ensuing municipal year 2020/21.

It was moved by Councillor N J Collor and duly seconded by Councillor P D Jull, that Councillor D Hannent be appointed Vice-Chairman of Dover District Council for the ensuing municipal year 2020/21.

In the absence of any other nominations it was put to the meeting and it was

RESOLVED:   That Councillor D Hannent be appointed Vice-Chairman of Dover District Council for the ensuing municipal year 2020/21.

(Councillor D Hannent gave a short address to the Council looking back on the completion of his record setting fifth year as Vice-Chairman of the Council.)

An apology for absence was received from Councillor J Rose.

To confirm the attached Minutes of the meeting held on 26 February 2020.

The Democratic Services Manager advised that a correction was required to the Minutes as Minute No. 71 incorrectly stated a second vote for Councillor J Rose. It should have read as one vote by Councillor J Rose against the Motion.

The Minutes of the meeting held on 26 February 2020 were approved as a correct record, subject to the above amendment.

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

The Leader of the Council, Councillor T J Bartlett, made an announcement to commend the great work undertaken by the Community Hub and the Business Hub during the current covid-19 pandemic and to thank Members and Officers for their hard work.

The Chief Executive spoke to echo the comments of the Leader of the Council and state how proud he was of the way the council pulled together to tackle the challenges posed by covid-19.

To receive from the Leader of the Council any changes to the size and composition of the Cabinet and to note the appointment of Members to the Cabinet portfolios.

In accordance with Rule 1.1(vii) of the Council Procedure Rules, Councillor T J Bartlett gave notice of his intention to appoint an Executive comprising of the Leader of the Council, Deputy Leader of the Council and six portfolios.

RESOLVED: (a)     That it be noted that the Leader of the Council had given formal notification to the Monitoring Officer of his intention to appoint the following portfolio structure:

Deputy Leader of the Council

Portfolio for Environment and Corporate Property

Portfolio for Finance, Governance and Digital

Portfolio for Housing and Health

Portfolio for Inward Investment and Tourism

Portfolio for Planning and Regulatory Services

Portfolio for Transport, Licensing and Community

(b)       That it be noted that the Leader of the Council had appointed the following Members to the following Portfolios:

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).

In accordance with Rule 1.1(x) of the Council Procedure Rules, Councillor K E Mills gave notice of his intention to appoint a Shadow Cabinet.

RESOLVED:       That, in accordance with notice provided by the Leader of the Opposition Group, the Shadow Cabinet be composed of the following:

To allocate the seats on the committees of the Council to the different political groups and to appoint members to those committees in accordance with the allocation.

The Democratic Services Manager presented the Review of the Allocation of Seats to Political Groups 2020-21.

It was moved by Councillor T J Bartlett, duly seconded by Councillor P D Jull, and

RESOLVED:       (a)   That the Council appoints the following Committees, Board and Fora:

·           Dover Joint Transportation Board

·           East Kent Services Committee

·           Electoral Matters Committee

·           General Purposes Committee

·           Governance Committee

·           Joint Health, Safety and Welfare Consultative Forum

·           Joint Staff Consultative Forum

·           Licensing Committee

·           Overview and Scrutiny Committee

·           Planning Committee

·           Regulatory Committee

(b) 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 as shown:

Dover Joint Transportation Board

7 Dover District Council Members

7 Kent County Council Members

3 Town Council representatives (non-voting)

2 Kent Association of Local Councils representatives (non-voting)

East Kent Services Committee

2 Executive Members (Dover District Council)

2 Executive Members (Thanet District Council)

2 Members (Canterbury City Council)

East Kent Services Committee - Named Substitutes

Electoral Matters Committee (5 seats)

General Purposes Committee (5 seats)

Governance Committee (7 seats)

Joint Health, Safety and Welfare Consultative Forum

5 Dover District Council Members

5 Staff representatives

Joint Staff Consultative Forum

5 Dover District Council Members

5 Staff representatives

Licensing Committee (15 Seats)

Overview and Scrutiny Committee (10 seats)

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

The Democratic Services Manager presented the report on the Calendar of Ordinary Meetings 2020-21.

It was moved by Councillor C A Vinson, duly seconded by Councillor M Bates, and

RESOLVED:   That the Calendar of Meetings for 2020-21 be approved.

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

Councillor D Hannent introduced the Annual Report of the Governance Committee 2019/20.

There being no dissent indicated, the report was taken as noted.

To consider the attached report of the Monitoring Officer.

Councillor L A Keen introduced the Annual Report of Overview and Scrutiny 2019/20.

There being no dissent indicated, the report was taken as noted.

To consider the attached report of the Democratic Services Manager.

The Democratic Services Manager presented the report on the Constitutional Amendments for Remote Meetings.

It was moved by Councillor M J Holloway, duly seconded by Councillor O C de R Richardson, and

RESOLVED:     That the changes to the Constitution set out in Appendix 1 of the report for Remote Meetings be approved and incorporated as an annex to the Council Procedure Rules with effect until 7 May 2021.

To consider the attached report of the Monitoring Officer.

Due to the size of the Constitution this will be published as a supplement to the main agenda.

The Solicitor to the Council and Monitoring Officer presented the Review of the Constitution 2019-20.

It was moved by Councillor C A Vinson, duly seconded by Councillor D Hannent, and

RESOLVED:     That the proposed changes in the Review of the Constitution 2019/20, as set out in Appendix 1, and specifically those changes relating to Part 3, Responsibility for Functions, Section 1 (Responsibility for Local Choice Functions), Section 2 (Responsibility for Council Functions) and Section 6, Sub Section C (Scheme of Officer Delegations) that relate to Council functions be approved and incorporated into the Council’s Constitution, issue no. 23.

There were no items of urgent business for consideration.