Agenda and minutes

Eastbourne Borough Council Annual Council
Wednesday, 11th May, 2016 6.00 pm

Venue: Town Hall, Eastbourne

Contact: Local Democracy on 01323 410000 

Items
No. Item

1.

Election of Mayor.

Minutes:

It was proposed by Councillor Swansborough and seconded by Councillor Choudhury:

“That Patricia Mary Charlotte Hearn, a Councillor of this Borough be elected Mayor for the 2016/17 municipal year and until the election of Mayor at the next Annual Meeting of the Council.”

It was accordingly:-

Resolved: That Patricia Mary Charlotte Hearn, a Councillor of this Borough be elected Mayor for the 2016/17 municipal year and until the election of Mayor at the next Annual Meeting of the Council.

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

In her speech of acceptance, the Mayor reported that her nominated charities for the 2016/17 year would be The Duke of Edinburgh Eastbourne Open Awards Centre and Refuge. 

It was then proposed by Councillor Tutt, seconded by Councillor Freebody and:

Resolved: That a vote of thanks be extended to Councillor Janet Coles and her consort Jill Rutherford for the success and dedication they have brought to the office of Mayor over the past two municipal years.

2.

Declarations of disclosable pecuniary interests (DPIs) by members as required under Section 31 of the Localism Act and of other interests as required by the Code of Conduct.

Declarations of disclosable pecuniary interests (DPIs) by members as required under Section 31 of the Localism Act and of other interests as required by the Code of Conduct (please see note at end of agenda).

 

Minutes:

None declared.

3.

Minutes.

Previously circulated.

 

Minutes:

The minutes of the meeting held on 17 February 2016 were presented and the Mayor was authorised to sign them as a correct record.

4.

Apologies for Absence.

Minutes:

An apology for absence was reported from Councillor Holt.

5.

Appointment of Deputy Mayor.

Minutes:

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

“That Harun Miah, a Councillor of this Borough be appointed Deputy Mayor for the 2016/17 municipal year and until the next Annual Meeting of the Council.”

It was accordingly:-

Resolved: That Harun Miah, a Councillor of this Borough be appointed Deputy Mayor for the 2016/17 municipal year and until the next Annual Meeting of the Council.

Councillor Miah 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 Mrs Razia Begum and Mr Rajoo Harun respectively.

6.

Investiture of Mayor's Consort.

Minutes:

The Mayor reported that Mr Philip Hearn would undertake the duty of Mayor’s Consort for the 2016/17 municipal year.

7.

Appointment of Mayor's Chaplain.

Notification of appointment.

 

Minutes:

The Mayor reported that the Reverend Mike Blanch would be serving as the Mayor’s Chaplain for the 2016/17 municipal year.

8.

Executive arrangements.

(Note: The election of Leader of the Council took place at the Annual Meeting on 27 May 2015. 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:

(1) 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 2016/17 municipal year and that the respective areas of responsibility for each member of the Cabinet be noted. 

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

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

9.

Establishment of Council committees, appointment of chairmen, deputy chairmen and members to serve on Council committees, appointment of chairman and non-executive directors on boards and other appointments. pdf icon PDF 71 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 Senior 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 and Mr Trevor Elliott) be re-appointed under the provisions of the Localism Act 2011 and continue to hold office for the period up and until a recruitment to these positions, planned for later this year, is completed.

 

Additional documents:

Minutes:

The Council noted the report of the Senior Local Democracy Officer on the allocation of seats on Council bodies for 2016/17 and a proposed schedule of nominations.

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

Resolved: (1) That the proposed number and allocation of seats and nominations as set out on the submitted schedules as 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 Senior 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 and Mr Trevor Elliott) be re-appointed under the provisions of the Localism Act 2011, and continue to hold office for the period up to the completion of a recruitment to these positions.

10.

Programme of meetings for Council Bodies 2016/17. pdf icon PDF 66 KB

The calendar was last approved by Council on 17 February 2016.  It is subject to the following changes:

 

Cabinet – 6 December 2016 at 6.30pm (was 7 December).  Date is still subject to confirmation.

 

Planning Committee

New dates: 2016: 20 September, 18 October, 15 November, 13 December, 2017: 17 January, 28 March, 25 April and 30 May.

Old dates to be removed: 2016: 27 September, 25 October, 22 November, 2017: 3 January, 31 January, 21 March, 18 April, 16 May.

 

Conservation Area Advisory Group – 22 November 2016 (was 15 November)

 

Joint Staff Committee – 30 November 2016 (was 16 November).

 

Minutes:

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

Resolved: That the programme of meetings for all bodies in the Council structure in the municipal year 2016/17 be confirmed in accordance with the schedule circulated with the agenda and the supplementary sheet circulated at the meeting.

11.

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 Freebody, 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.

12.

Scheme of delegations to officers and proper officer functions.

The Council is required each year to approve the scheme of delegations to officers and proper officer functions as set out in the relevant sections of the Council’s Constitution.

 

Minutes:

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

Resolved: That the scheme of delegations to officers and proper officer functions as set out in the relevant sections of the Council’s Constitution be approved.

13.

Appointments to outside and other bodies. pdf icon PDF 68 KB

To receive nominations from Group Leaders and vote thereon.

 

(Note: Any additions or 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 appointment of Members to serve on outside and other bodies be approved in accordance with the names listed on the schedule attached to these minutes.

scheduleofnominations201617final pdf icon PDF 70 KB

Additional documents: