Agenda and minutes

Annual, Council
Thursday, 18th May, 2017 6.30 pm

Venue: Council Chamber, Penns Place, Petersfield, GU31 4EX. View directions

Contact: Penny Milne  Democratic Services Team Leader - 023 9244 6234

Items
No. Item

1.

Prayers

Minutes:

The Chairman invited Reverend Max Cross to open the meeting with a short prayer.

2.

Chairman's Announcements

Minutes:

Councillor Ashcroft took the opportunity to report on the various events that he had attended during the course of his year in office as Chairman and was pleased to announce that he had been able to raise approximately £3,500 for his chosen charities.  Councillor Ashcroft also thanked all those who had supported him during the course of the year.

3.

Election of the Chairman of the Council for the Council Year 2017/18

In accordance with the Council’s Constitution, at its Annual Meeting, the Council elects the Chairman and appoints the Vice-Chairman for the coming year.

 

Councillor Lynn Evans has been nominated to the position of Chairman for 2017/18 (see schedule of nominations item 12, circulated separately). The outgoing Chairman, Councillor David Ashcroft will preside for this item of business.

 

RECOMMENDED that Councillor Lynn Evans be elected as Chairman of the Council for 2017/18.

Minutes:

Proposed by Councillor Cowper and seconded by Councillor Millard, it was

 

RESOLVED that Councillor Lynn Evans be elected as Chairman of the Council for 2017/18.

Councillor Lynn Evans in the Chair

4.

Chairman's Announcements

Minutes:

Councillor Evans took the opportunity to welcome Councillors Sally Pond and Alan Waterhouse as new members of the Conservative Group.

 

Councillor Evans also announced that she would be supporting the Two Saints Charity, that offered accommodation and support for homeless people, during her year of office.

5.

Appointment of Vice-Chairman of the Council for the Council Year 2017/18

Councillor Anthony Williams has been nominated to the position of Vice-Chairman of the Council for the 2017/18 year (see schedule of nominations at item 12, circulated separately).

Minutes:

Proposed by Councillor Cowper and seconded by Councillor Millard, it was

 

RESOLVED that Councillor Anthony Williams be appointed as Vice Chairman of the Council for 2017/18.

6.

Apologies for Absence

Minutes:

Apologies for absence were received from Councillors James Abdey and David Orme.

7.

Declarations of Interest

To receive and record any declarations of interests from members present in respect of any of the various matters on the agenda for this meeting.

Minutes:

There were no declarations of interest from any of the Councillors present.

8.

Confirmation of Previous Minutes

To confirm the minutes of the meeting of the Council held on 6 April 2017, circulated separately

Minutes:

RESOLVED that the minutes of the Council meeting held on 6 April 2017.

9.

Public Question Time (Standing Order 13.4(f)(i))

To deal with any public questions notified at least two clear working days before the meeting.

Minutes:

There were no public questions.

10.

Appointment of Leader

To appoint the Leader of the Council in accordance with Article 4 of the Constitution.

Minutes:

Proposed by Councillor Cowper and seconded by Councillor Ashcroft, it was

 

RESOLVED that Councillor Richard Millard be appointed as Leader of the Council.

 

Councillor Cowper took the opportunity to congratulate Councillor Millard and to commend his appointment to Council  and offered Councillor Millard his full support in his new role as Leader.

11.

Appointment of Deputy Leader and Cabinet pdf icon PDF 51 KB

The Council to receive notification from the Leader on the appointment of Deputy Leader and composition of the Cabinet in accordance with article 6 of the Constitution.

Minutes:

Consequent upon his election as Leader, Councillor Millard notified the Council with regard to the composition of the Cabinet as follows:

 

Leader and Strategy Portfolio

Councillor Richard Millard

 

Deputy Leader, Finance and Whitehill & Bordon Portfolio

Councillor Ferris Cowper

 

Customer Relations Portfolio

Councillor Julie Butler

 

Business Support Portfolio

Councillor Glynis Watts

 

Commercial Commissioning Portfolio

Councillor Tony Costigan

 

Regeneration Delivery Portfolio

Councillor Guy Shepherd

 

Planning Portfolio

Councillor Angela Glass

 

Communications and PR Portfolio

Councillor Bill Mouland

 

Neighbourhoods and Housing Portfolio

Councillor Ingrid Thomas

 

Welfare Champion Portfolio

Councillor Adam Carew

 

Councillor Millard then took the opportunity to thank Councillor Cowper for his strong leadership in recent years in taking forward an ambitious Council Strategy and looked forward to working with all members of the Council in continuing to develop the Strategy going forward.

12.

Annual Appointments to Committees 2017/18 pdf icon PDF 50 KB

To be circulated separately.

Additional documents:

Minutes:

Proposed by Councillor Millard and seconded by Councillor Cowper, it was

 

RESOLVED that the following be approved as set out in the paper marked “Supplementary Information - Cabinet and Committee appointments”:

 

(1)          Allocation of Committee Places;

(2)          Development Policy and Affordable Housing Panel Terms of Reference;

(3)          Appointments to Bodies with Delegated Powers;

(4)          Community Forum Membership;

(5)          Role – Member Project Lead;

(6)          Nominations;

(7)          Outside Appointments; and

(8)          Political Balance of the Council.

13.

Reports from Council Representatives on Outside Bodies pdf icon PDF 213 KB

Reports from Councillors Parker Smith, Cowper, Saunders and Tickell are attached for the Council’s information.

 

RECOMMENDED that the reports be noted.

Additional documents:

Minutes:

The Council received reports from Councillors Yvonne Parker Smith, Robert Saunders, Ferris Cowper, Elaine TIckell and Glynis Watts as representatives of the Council on various outside organisations.

 

Councillor Cowper reported that, since publication of his report, agreement had been reached with the Enterprise M3 LEP that, as the Leader’s permanent Deputy, he would continue to represent the District Council on the EM3 Leader’s Board and the EM3 Main Board.

 

RESOLVED that the reports be noted.

14.

Cabinet and Committee Recommendations pdf icon PDF 59 KB

(A)         Review of the Constitution

 

The Council to consider the following recommendation to Council arising from the Extraordinary Cabinet and Governance, Audit and Scrutiny Committee meetings, both held on 27 April 2017.  The report can be viewed via the following link:

 

https://easthantsintranet.moderngov.co.uk/ieListDocuments.aspx?CId=126&MId=2219

 

At its meeting on 27 April, the Governance, Audit and Scrutiny Committee recommended further amendments and these will be circulated separately.

 

RECOMMENDED that the Constitution, incorporating the changes as set out in the report to Cabinet and the Governance, Audit and Scrutiny Committee meetings held on 27 April 2017, and the further amendments recommended by the Governance and Audit Committee, be approved and adopted.

Additional documents:

Minutes:

Councillor Williams, as Chairman of the Governance, Audit and Scrutiny Committee, presented a report setting out proposed changes to the Constitution arising from a meeting of that Committee held on 27 April 2017 and set out in the paper marked “Supplementary Information – Items 13 and 14”.

 

Councillor Millard reported that the Cabinet had also met on 27 April and fully endorsed the proposed changes, which would result in a fit for purpose and more businesslike Constitution in the context of the Council’s innovative and  commercial approach to the delivery of public services.

 

Proposed by Councillor Williams, and seconded by Councillor Cowper, it was

 

RESOLVED that a new Constitution be approved and adopted, incorporating the changes set out in the report to Council, subject to the proposed amendment to Page 83 being amended to read:

 

“Page 83 – the power of the Head of Finance and Assets to acquire land is amended so that, as far as the acquisition of land for between £100,000 and £500,000 is concerned, the purchase price to be paid can exceed the price recommended by external valuation advice subject to the approval of the Chairman of the Governance, Audit and Scrutiny Committee.”

15.

Questions under Procedural Order 23.4 (a)

(Notice of questions from Councillors must be given in writing at least 48 hours before the meeting)

Minutes:

There were no questions under standing order 23.4.

16.

Urgent Questions under Procedural Order 23.4(b)

(Questions from Councillors relating to urgent business, of which notice has not been given under Procedural Order 23.4(a), to be received at least two hours prior to the start the meeting).

Minutes:

There were no urgent questions.

17.

Committee Minutes

To receive the minutes of the following Committees held since the last meeting of the Council (previously circulated):

 

Extraordinary Cabinet – 27 April 2017

Extraordinary, Governance, Audit and Scrutiny Committee – 27 April 2017

Planning Committee – 11 May 2017

 

Minutes:

The minutes of Committees held since the last meeting of the Council were received.