Agenda and draft minutes

Council
Thursday, 16th May, 2019 6.30 pm

Venue: Council Chamber, Penns Place, Petersfield, GU31 4EX

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

Items
No. Item

1.

Prayers

Minutes:

The Chairman invited all those present who wished to take part in prayers to stand.

2.

Apologies for Absence

To receive and record any apologies for absence.

Minutes:

Apologies for absence were received from Councillors Davies, Denton and Hatter.

3.

Declarations of Interest

To receive and record any declarations of interest.

Minutes:

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

4.

Retiring Chairman's Announcements

To receive any reports the retiring Chairman wishes to make.

Minutes:

Councillor Williams asked all those present to stand and observe a minute’s silence in memory of the late Councillor Nigel Wren.

 

Councillor Williams then took the opportunity to mention some of the highlights of his year in office as Chairman of the Council, including civic visits and ceremonies, visits to schools and local businesses and musical events, and he thanked all those who had supported him during the course of the year.

5.

Election of the Chairman of the Council for 2019/20

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

 

Councillor Keith Budden has been nominated to the position of Chairman for 2019/20 (the schedule of nominations, see item 12, to be circulated separately).  The retiring Chairman, Councillor Anthony Williams, will preside for this item of business.

 

RECOMMENDED that Councillor Keith Budden be elected as Chairman of the Council for 2019/20.

Minutes:

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

 

RESOLVED that Councillor Keith Budden be elected as Chairman of the Council for 2019/20.

Councillor Budden in the Chair

6.

Chairman's Announcements

Minutes:

Councillor Budden took the opportunity to welcome the newly elected District Councillors and those Councillors who had been returned at the recent elections.  As Chairman Councillor Budden looked forward to engaging with all the political groups across the Council in working together to continue to deliver excellent services for local residents and businesses.

7.

Appointment of Vice Chairman of the Council for 2019/20

To receive nominations for the position of Vice-Chairman of the Council for 2019/20.

Minutes:

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

 

RESOLVED that Councillor Adam Carew be appointed as Vice Chairman of the Council for 2019/20.

8.

Confirmation of Previous Minutes

To confirm the minutes of the meeting of the Council held on 21 February 2019 (previously circulated).

Minutes:

Proposed by Councillor Drew and seconded by Councillor Glass, it was

 

RESOLVED that the minutes of the Council meeting held on 21 February 2019 be approved as a correct record.

9.

Appointment of Leader

The Council to appoint a Leader in accordance with Article 6 of the Constitution. 

Minutes:

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

 

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

10.

Leader's Announcements

Minutes:

Councillor Millard took the opportunity to thank the retiring District Councillors for their valued contribution to the work of the Council during their terms of office.

 

Councillor Millard then outlined key areas of focus for the forthcoming year, with internal and external communications central in driving forward the Council’s strategic priorities.

 

Changes to the Council’s decision-making structures were presently being drafted and would be brought back to Council for approval.

11.

Cabinet and Committee Recommendations

To consider the following recommendations to Council:

 

(A)         PAY POLICY STATEMENT

To consider the following recommendation arising from the meeting of Joint Human Resources Committee held on 12 March 2019.  The agenda and reports for this meeting can be viewed via the following link:

 

http://havant.moderngov.co.uk/ieListDocuments.aspx?CId=142&MId=10751

 

 

RECOMMENDED to full Council that the Pay Policy Statement for 2019/20 for East Hampshire District Council be approved.

 

(B)         COMMUNITY ENGAGEMENT

 

To consider the following recommendation arising from the meeting of Cabinet held on 21 March 2019.  The agenda and reports for this meeting can be viewed via the following link:

 

http://easthants.moderngov.co.uk/ieListDocuments.aspx?CId=126&MId=2303

 

RECOMMENDED to full Council that

 

(1)          The Community Forums be replaced with the proposed approach for community engagement as described in section 6 of the report to Cabinet on 21 March 2019; and

(2)               The reassignment of delegations currently attached to the Community Forums in the Constitution be agreed.

Minutes:

(A)         Pay Policy Statement

As Vice-Chairman of the Joint Human Resources Committee, Councillor Carter presented a recommendation to Council for approval of the 2019/20 Pay Policy Statement in compliance with the requirements of the Localism Act 2011.

Proposed by Councillor Carter and seconded by Councillor Glass, it was

RESOLVED that the 2019/20 Pay Policy Statement for East Hampshire District Council be approved.

(B)         Community Engagement

Councillor Hunt requested that this matter be deferred to allow further time for consultations.  Having considered this request, the Chairman ruled that the item be debated at this meeting, the matter having been subject to consultation prior to its consideration by the Cabinet on 21 March 2019.

 

Councillor Butler presented a report and recommendation to Council, outlining a new and modernized approach to engaging with local communities.  The new approach, which would focus on listening to local people at a variety of community locations, clubs and events, would replace the current Community Forums which were perceived to be outdated and no longer fit for purpose, evidenced by dwindling public attendance.  Improved engagement with local communities would enable the Council to better respond to customer feedback and help shape Council services.

 

Whilst the proposals outlined in the report were endorsed by the majority of members present, some reservations were expressed around the use of social media to communicate with residents.

 

In responding to a minority of members concerned at the dissolution of the Community Forums, Councillor Butler was confident that the new approach would reach a wider cross-section of residents in the District and undertook to review its effectiveness in a year’s time.

 

Councillor Butler proposed a variation to the wording of recommendation (2) to clarify the reassignment of Community Forum delegations and an additional recommendation (3) to invite the Governance, Audit and Scrutiny Committee to review the outside appointments formerly made by the Forums.  This was seconded by Councillor Bentley.

RESOLVED that

(1)         the Community Forums be replaced with the proposed approach to community engagement as described in section 6 of the report to Cabinet on 21 March 2019;

(2)         the Monitoring Officer to update the Officers’ Scheme of Delegation and the Constitution accordingly; and

(3)          the Governance, Audit and Scrutiny Committee be invited to consider the appointment of Councillors to those outside bodies formerly appointed by the Community Forums and to make recommendations to Council.

12.

Annual Appointments to Committees 2019/20 pdf icon PDF 50 KB

Additional documents:

Minutes:

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

 

RESOLVED that

 

(1)          The political balance of the Council as set out in Appendix 1 to the report to Council be noted;

(2)          Notification from the Leader on the membership of the Cabinet and associated Portfolios for 2019/20 as set in Appendix 2 to the report to Council be received; and

(3)          The appointments to the committees, offices and outside bodies for the 2019/20 as set out in Appendix 2 to the report to Council be approved.

13.

Reports from Council Representatives on Outside Bodies

Minutes:

There were no reports under this item.

14.

Committee Minutes

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

 

Planning Committee – 28 February 2019

Joint Human Resources Committee – 12 March 2019

Governance, Audit and Scrutiny Committee – 14 March 2019

Planning Committee – 28 March 2019

Licensing Sub-Committee – 29 March 2019

Minutes:

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

 

RESOLVED that the minutes of Committees held since the last meeting of the Council be received.