Agenda and minutes

Eastbourne Borough Council Annual Council
Wednesday, 7th May, 2014 6.00 pm

Venue: Town Hall, Eastbourne

Contact: Peter Finnis on 01323 415003  Email:  peter.finnis@eastbourne.gov.uk

Items
No. Item

1.

Election of Mayor.

Minutes:

It was proposed by Councillor Ungar and seconded by Councillor Tutt:

 

“That Janet Doris Coles, a Councillor of this Borough be elected Mayor for the 2014/15 municipal year and until the election of Mayor at the next Annual Meeting of the Council.”

 

It was accordingly:-

 

Resolved: That Janet Doris Coles, a Councillor of this Borough be elected Mayor for the 2014/15 municipal year and until the election of Mayor at the next Annual Meeting of the Council.

 

Councillor Coles then made the statutory declaration of acceptance of office as Mayor.

 

In her speech of acceptance, the Mayor reported that her nominated charity for the 2014/15 year would be Care for the Carers.

 

It was then moved by Councillor Tutt, seconded by Councillor Elkin and;

 

Resolved: That a vote of thanks be extended to Councillor and Mrs Thompson for their success in the roles of Mayor and Mayoress over the last two municipal years.

 

2.

Minutes.

Previously circulated.

Minutes:

The minutes of the meeting held on 19 February 2014 were presented and the Mayor was authorised to sign them as a correct record.

3.

Apologies for Absence.

Minutes:

Apologies for absence were reported from Councillors Belsey and Harris.

4.

Appointment of Deputy Mayor.

Minutes:

It was proposed by Councillor Thompson and seconded by Councillor Shuttleworth:

 

“That James Robert Murray, a Councillor of this Borough be appointed Deputy Mayor for the 2014/15 municipal year and until the next Annual Meeting of the Council.”

 

It was accordingly:-

 

Resolved: That James Robert Murray, a Councillor of this Borough be appointed Deputy Mayor for the 2014/15 municipal year and until the next Annual Meeting of the Council.

 

Councillor Murray then made the statutory declaration of acceptance of office as Deputy Mayor and announced that his Deputy Mayoress and Deputy Mayor’s Consort for the year would be Emily Murray and Paula Murray respectively.

5.

Investiture of Mayor's Consort

Minutes:

The Mayor reported that Ms Jill Rutherford would undertake the duty of Mayor’s Consort for the 2014/15 municipal year.

6.

Appointment of Mayor's Chaplain.

Notification of appointment.

Minutes:

The Mayor reported that the Reverend John Kimberley would be serving as the Mayor’s Chaplain for the 2014/15 municipal year.

7.

Executive Arrangements.

(Note: The election of Leader of the Council took place at the Annual Meeting on 25 May 2011. The Leader was appointed to a 4-year term of office in accordance with the provisions of the Local Government and Public Involvement in Health Act 2007.)

 

Leader of the Council to report:

 

(a) Any changes in respect to the names of those Councillors serving on the Cabinet and the Councillor appointed as Deputy Leader of the Council (and Deputy Chairman of the Cabinet) and the respective areas of responsibility for each member of the Cabinet.

 

(b) That the terms of reference and constitution of the Cabinet be as set out in the Council’s Constitution. 

 

(c) That delegations to individual Cabinet members in respect of executive functions have not been made at this time.

Minutes:

Councillor Tutt reported the following:

 

(a) That the names of those Councillors to serve on the Cabinet and the Councillor appointed as Deputy Leader of the Council (and Deputy Chairman of the Cabinet), be as shown on the schedule attached to these minutes for the 2014/15 municipal year, and that the respective areas of responsibility for each member of the Cabinet be noted.

 

(b) That the terms of reference and constitution of the Cabinet be as set out in the Council’s Constitution. 

 

(c) That delegations to individual Cabinet members in respect of executive functions have not been made at this time.

8.

Establishment of Council Committees, Appointment of Chairs, Deputy Chairs and Members to serve on the Council Committees and Appointment of Chairs and Non-Executive Directors to Boards, and other Appointments. pdf icon PDF 84 KB

(1) To agree the proposed number and allocation of seats, receive nominations and vote thereon.  Please see reports 8(a) and 8(b) referred to below

 

(2) To confirm the continuation of the following bodies with terms of reference as set out in the Council’s Constitution that have a fixed membership or to which members are appointed by the Chief Executive, Deputy Chief Executive or relevant Head of Service as the need arises:

Equality Steering Group

Council Panels

Recruitment Panels

Task Groups

Project Boards

 

(3) That the existing independent persons (Mr Allen Gales, Mr Trevor Elliott and Mr Anthony Meier) appointed under the provisions of the Localism Act 2011 continue to hold office for the period up to May 2015.

 

Additional documents:

Minutes:

The Council noted the report of the Local Democracy Manager on political balance and allocation of seats.  As a result of this, together with consultation with Group Leaders, a proposed schedule of nominations was circulated with the agenda. 

 

Following a proposal from Councillor Tutt, seconded by Councillor Elkin, it was:

 

Resolved: (1) That the proposed number and allocation of seats and nominations as set out on the schedule attached to these minutes be approved.

 

(2) That the continuation of the following bodies be confirmed with terms of reference as set out in the Council’s Constitution, and that they have a fixed membership to which members are appointed by the Chief Executive, Deputy Chief Executive or relevant Head of Service as the need arises:

 

Equality Steering Group, Council Panels, Recruitment Panels, Task Groups and Project Boards

 

(3) That the existing independent persons (Mr Allen Gales, Mr Trevor Elliott and Mr Anthony Meier) appointed under the provisions of the Localism Act 2011, continue to hold office for the period up to May 2015.

9.

Confirmation of Programme of Meetings for Council Bodies. pdf icon PDF 60 KB

The calendar was last approved by Council on 20 November 2013.  It is subject to the following changes:

·         Additional Council meeting on 21 January 2015 for the purposes of approving the Local Council Tax Support Scheme (legislation requires that this is approved no later than 31 January).

·         Change of date for July Cabinet meeting.  16 July 2014 instead of 9 July. (To avoid clash with Local Government Association annual conference.)

 

(The following information was given in the report to Council last November.

·         The practice of holding both the Spring ordinary meeting on the same evening as the annual meeting is continued and it is proposed that this also be the arrangement in 2015 when both borough and parliamentary elections are due to be held on 7 May; otherwise it would mean a council meeting being held during the election “purdah” period.  For 2015, the date of the annual meeting has to be fixed within a prescribed period after the date of election.  The date Wednesday 27 May 2015 allows sufficient time in the immediate aftermath of the election to take account of any changes, obtain Group Leaders’ nominations for committee seats and other positions and issue meeting papers. 

·         Cabinet in 2015, following the elections, will be held 2 weeks later than usual.

·         The dates of the May 2015 meetings of Planning Committee and Conservation Area Advisory Group have been moved forward one week so that they fall after the annual meeting.)

 

Minutes:

Following a proposal from Councillor Tutt, seconded by Councillor Elkin, it was:

 

Resolved: That the programme of meetings for all bodies in the Council structure in the municipal year 2014/15 be confirmed in accordance with the schedule circulated with the agenda and the supplementary sheet circulated at the meeting.

10.

Delegation of Non-Executive Functions.

Council to approve the delegation of non-executive functions, including terms of reference, to Committees, Sub-Committees, other Council bodies as set out in the relevant sections of the Council’s Constitution.

Minutes:

Following a proposal from Councillor Tutt, seconded by Councillor Elkin, it was:

 

Resolved: That the delegation of non-executive functions, including terms of reference, to Committees, Sub-Committees, and other Council bodies as set out in the relevant sections of the Council’s Constitution be approved.

11.

Scheme of Delegations to Officers and Proper Officer List. pdf icon PDF 30 KB

Council to approve the scheme of delegations to officers and proper officer list as set out in the relevant sections of the Council’s Constitution and agree proposed amendments as set out in the report of the Lawyer to the Council.

Additional documents:

Minutes:

The Council considered a report of the Lawyer to the Council highlighting specific amendments to the scheme of delegations to officers. Councillor Warner asked for assurance that the Strategic Property Board would continue to have input into any matters of major non-essential property maintenance issues and prospective property sales and this assurance was given by Councillor Tutt.

 

It was proposed by Councillor Tutt, seconded by Councillor Elkin, and;

 

Resolved: That the delegation of functions to Officers as set out in the Scheme of Delegation to Officers and the Proper Officer List, and incorporating the proposed amendments set out in the report of the Lawyer to the Council, be approved.

12.

Appointments to Outside Bodies. pdf icon PDF 65 KB

To receive nominations from Group Leaders and vote thereon.

 

Any amendments proposed by Group Leaders to the listings in the appendix  will be reported at the meeting.

 

Minutes:

Following a proposal from Councillor Tutt, seconded by Councillor Mattock, it was:

 

Resolved: That the appointments of Members to serve on outside bodies be approved in accordance with the names listed on the schedule attached to these minutes.