Agenda and minutes

To elect a Chairman of the Council for the ensuing municipal year 2021/22.

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 2021/22.

It was moved by Councillor O C de R Richardson 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 2021/22.

(Councillor M D Conolly signed his Declaration of Acceptance of Office and took the chair. He gave a short address to the Council concerning his previous year as Chairman of the Council.)

To appoint a Vice-Chairman of the Council for the ensuing municipal year 2021/22.

The Chairman called for nominations for the position of Vice-Chairman for the

ensuing municipal year 2021/22.

It was moved by Councillor N J Collor and duly seconded by Councillor T A Bond, that Councillor D Hannent be appointed Vice-Chairman of Dover District Council for the ensuing municipal year 2021/22.

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 2021/22.

(Councillor D Hannent signed his Declaration of Acceptance Office and addressed the Council.)

There were no apologies for absence received.

To confirm the Minutes of the meeting held on 3 March 2021 (to follow).

The Minutes of the meeting held on 3 March 2021 were approved as a correct record and signed by the Chairman.

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 Chairman of the Council made the following announcements:

(a)   To congratulate Councillor D A Hawkes on being elected to the Mill Hill Ward vacancy.

(b)   To congratulate all the Kent County Councillors who were elected at the May 2021 elections.

(c)   To congratulate Councillor D P Murphy on being appointed to the Cabinet at Kent County Council.

(d)   To thank the Electoral Services Manager and her team on running an efficient election process.

(e)   To advice the sad news of the death of former Councillor L H Knight. He had served on the Council between 1999-2007 representing the Aylesham Ward.

Councillor K Mills spoke about how Councillor Knight was a former miner and had been passionate about Aylesham. He had been an excellent representative for his community.

Councillor S C Manion spoke about Councillor Knight’s vision for Aylesham and that his community would miss him and mourn his passing.

The Chairman asked Members to stand in silence as a mark of respect for the passing of former Councillor L H Knight.

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 Inward Investment and Tourism

·         Portfolio for Community, Environment and Corporate Property

·         Portfolio for Housing and Health

·         Portfolio for Planning, Transport and Regulatory Services

·         Portfolio for Finance, Governance and Digital

                        (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 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 consider the Joint Report of the Chief Executive and Monitoring Officer (to follow).

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

The Democratic and Corporate Services Manager presented the Review of the Allocation of Seats to Political Groups 2021-22.

Members were advised that the Conservative Group and the Non-Aligned Member had agreed to swap seat entitlement on the Governance Committee and Planning Committee respectively. This would constitute a variation and would need to be agreed without a vote against it.

It was moved by Councillor P D Jull, duly seconded by Councillor O C de R Richardson, 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

General Purposes Committee

Governance Committee

Joint Staff Consultative Forum

5 Dover District Council Members

5 Staff representatives

Joint Health, Welfare and Safety Consultative Forum

5 Dover District Council Members

5 Staff representatives

Licensing Committee

To approve a programme of meetings of the Council for the ensuing municipal year 2021/22.

The Democratic and Corporate Services Manager presented the report on the Calendar of Ordinary Meetings 2021-22.

It was moved by Councillor D A Hawkes, duly seconded by Councillor T A Bond, and

RESOLVED: That the Calendar of Meetings for 2021-22 be approved.

To consider the attached report of the Head of Governance.

Councillor D Hannent introduced the Annual Report of the Governance Committee 2020-21.

It was moved by Councillor D Hannent, duly seconded by Councillor S S Chandler, and

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

To consider the report of the Monitoring Officer (to follow).

Councillor C D Zosseder introduced the Annual Report of the Overview and Scrutiny Committee 2020-21.

It was moved by Councillor C D Zosseder, duly seconded by Councillor S H Beer, and

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

It was moved by Councillor D Hannent, duly seconded by Councillor S S Chandler, and

RESOLVED:       That, under Section 100(A)(4) of the Local Government Act 1972, the public be excluded from the meeting for the remainder of the business on the grounds that the items to be considered involved the likely disclosure of exempt information as defined in paragraph 3 of Part I of Schedule 12A of the Act.

To receive a presentation.

The Head of Inward Investment and Tourism and the Portfolio Holder for Inward Investment and Tourism, Councillor M J Holloway, gave a presentation to the Council on the Dover Schematic.

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

RESOLVED:   That the press and public be readmitted to the meeting for the remainder of the business to be transacted.

To consider the report of the Chief Executive and Head of Paid Services (to follow).

The Chief Executive presented the report on the proposed Changes to Corporate Management Structure.

It was moved by Councillor M J Holloway, duly seconded by Councillor P Walker, and

RESOLVED: (a)     That the creation of an additional Strategic Director post, to be designated as a Chief Officer in accordance with the Council’s Constitution and the revised distribution of Chief Officer functions be approved.

                       (b)     That an ad hoc Appointment Committee, to be made up of 5 Members (to be politically balanced), in accordance with s.102(1) Local Government Act 1972 be appointed and that the terms of reference as set out at Appendix 2 be agreed and, in order to comply with the Prescribed Standing Orders as set out with the Council’s Constitution, said Committee to be dissolved automatically following the appointment of the additional Strategic Director

                       (c)      That authority be delegated to the Appointment Committee to take such steps as are necessary to interview and appoint a new Strategic Director, in accordance with the Prescribed Standing Orders.

                       (d)     That the Chief Executive be authorised to take such steps as are necessary to prepare the job profile, advertise the role and arrange shortlisting and interviews, in accordance with paragraph 1 (1-5) of the Prescribed Standing Orders.

                       (e)     That the flexible retirement of the Strategic Director (Corporate Resources) and the Strategic Director (Operations & Commercial) be approved at a date to be determined by the Chief Executive in consultation with the Leader of the Council, pursuant to the Local Government Pension Scheme Regulations 2013, Reg. 30(6) and in accordance with the Council’s Pension Discretion Policy Statement.

(The Strategic Director (Corporate Resources) and the Strategic Director (Operations and Commercial) withdrew from the meeting for the consideration of this item of business.)

There were no items of urgent business for consideration.