Agenda and minutes

An apology for absence was received from Councillor A.K. Jeeawon.

The Vice-Chairman of Council called for nominations for the Chairman of Council for the Council Year 2021/22.

On the Motion of Councillor Thomas, duly seconded, it was

RESOLVED: That Councillor Brian Drayson be re-elected as Chairman of the Council for the ensuing year.

Councillor Brian Drayson read and would sign at a later date the Declaration of Acceptance of Office and thanked the Council for his re-election.

The Chairman of Council called for nominations for the Vice-Chairman of Council for the Council Year 2021/22.

On the Motion of Councillor Mrs Cook, duly seconded, it was

RESOLVED: That Councillor Kathy Harmer be re-elected as Vice-Chairman of the Council for the ensuing year.

Councillor Kathy Harmer read and would sign at a later date the Declaration of Acceptance of Office and thanked the Council for her re-election.

The Chairman was authorised to sign the Minutes of the Council meeting held on 22 February 2021 at a later date as a correct record of the proceedings, subject to an additional addendum being added to the answer given to Public Question 1, from Mr Bernard Brown to Councillor Vine-Hall, to clarify that the Clavering Walk application and appeal had been determined under this current administration and not the former, as advised at the meeting. 

The Chairman reported that since the last meeting a couple of milestones on the roadmap to the new normal had been passed, although this meeting was still on line as we could not yet all meet indoors. On a personal note, it meant that he must wait until July before he could physically sit in the chair.

On the 16 March, the Chairman joined the meeting of Dallington Parish Council online – a village of just 300 residents with five Councillors – he got a clear sense that all the councillors were really engaged in their community and he was pleased to learn that they had contributed both to the Review of planning and the consultation on the Corporate Plan. At the same time, he was horrified to discover the average house price there and the plight faced by those who have grown up in Dallington and who would like to raise their own families in the village.

The Chair of East Sussex County Council (ESCC) had held a Virtual Civic Catch Up on 18 March. Rother was fully represented by the Chairman and the Mayors of Battle, Bexhill and Rye in attendance. They were given a presentation from Sussex NHS Foundation Trust mainly around the effects of COVID and the lockdowns on people’s mental health and how employers and line managers could assist. They also had a short presentation from the ESCC external fundraiser on how charities and other bodies could perhaps plug any gaps in their funding.

On Friday 2 April, the Chairman was invited by The Mayor of Bexhill to attend the dedication ceremony for The Tree of Hope on the seafront adjacent to the WWI Tommies and the War Memorial. The Tree designed by Mr Langlands and built by local people from donated items marked the passing of those loved ones lost during the pandemic rather than because of it and to promote a future of hope. The Council’s contractors, ID Verde also planted rosemary bushes in the surrounding gardens. The Chairman had not realised the significance of this until he was pointed in the direction of Shakespeare’s Hamlet where Ophelia says “There’s rosemary, that’s for remembrance”

On Thursday 8 April, as a member of a local environmental group called Strandliners, the Chairman attended one of their litter picks around the mouth of the River Rother in Rye Harbour and followed this up on Saturday 17 April, both as a volunteer and having been invited as Chair of the Council by attending a warehouse in Rye Harbour where the Group began the process of unloading and logging the items found. In nine 2-hour sessions involving six volunteers per session, over 750kg of rubbish had been taken from the strandline.  A short article on this would be in the Member’s Bulletin.

At 3:00pm on that same Saturday, the Chairman was joined by the Mayor of Bexhill, Councillor Langlands and four members of the Bexhill Royal British Legion on the steps of the Town Hall for a  ...  view the full minutes text for item C21/5.

The Chairman confirmed that, in accordance with the current Executive Arrangements which came into force in 2011, Councillor Oliver had been appointed Leader of the Council until May 2023.

RESOLVED: It be noted that Councillor Oliver’s term of office as Leader of the Council would end in May 2023 in accordance with the current Executive Arrangements which came into force in 2011.

The Leader of the Council confirmed that, in accordance with the Executive Arrangements, he had appointed Councillor Prochak as the Deputy Leader of the Council.

RESOLVED: It be noted that Councillor Prochak had been appointed Deputy Leader of the Council for 2021/22.

(Note: In accordance with Article 7 of the Constitution, the Cabinet will consist of the Leader together with at least two, but not more than ten, Councillors appointed by the Leader).

The Leader of the Council confirmed that, in accordance with the Executive Arrangements, the Cabinet had been appointed by the Leader and would comprise the Leader and the following seven other Members with the following portfolios:

RESOLVED: It be noted that Councillors C.A. Bayliss, T.J.C. Byrne, K.P. Dixon, K.M. Field, D.B. Oliver, S.M. Prochak, H.L. Timpe and J. Vine-Hall had been appointed to the Cabinet by the Leader of the Council for the ensuing year with the following portfolios:

The Leader of the Council confirmed that Councillors K.M. Field and S.M. Prochak had been appointed as the Council’s representatives on the Joint Waste and Recycling Committee with Councillors C.A. Bayliss and T.J.C. Byrne as substitutes.

RESOLVED: It be noted that Councillors K.M. Field and S.M. Prochak had been appointed as the Council’s representatives on the Joint Waste and Recycling Committee and Councillors Mrs C.A. Bayliss and T.J.C. Byrne as substitutes.

The Leader of the Council confirmed that Councillors C.A. Clark, S.J. Coleman and R.B. Thomas had been appointed as Cabinet Spokespersons / Member Champions on Older Persons, Young People / Child Poverty and Promoting Liveable Neighbourhoods (cycling / walking) respectively.

RESOLVED: It be noted that Councillors C.A. Clark, S.J. Coleman and R.B. Thomas had been appointed as Cabinet Spokespersons / Member Champions on Older Persons, Young People / Child Poverty and Promoting Liveable Neighbourhoods (cycling / walking) respectively.

The Leader of the Council confirmed that Councillors C.A. Bayliss, G.C. Curtis, A.K. Jeeawon, A.S. Mier, D.B. Oliver and J. Vine-Hall had been appointed as Members of the Property Investment Panel.

RESOLVED: It be noted that Councillors C.A. Bayliss, G.C. Curtis, A.K. Jeeawon, A.S. Mier, D.B. Oliver and J. Vine-Hall had been appointed as Members of the Property Investment Panel.

·      the committees to be established for the municipal year;

·      the size and terms of reference for those committees;

·      the allocation of seats to political groups in accordance with the political balance rules or as otherwise determined by the Council; and

·      the nominations of Group Leaders as to the Councillors to serve on each committee.

Due to a change to the political make-up notified just prior to the commencement of the meeting, it was agreed to grant the Chief Executive delegated authority to undertake a review of the allocation of committee seats, in light of the notified change, as well as taking into account the result of the Eastern Rother By-Election being held on 6 May 2021.

It was moved, seconded and

RESOLVED: That: 

1)    the following Regulatory and Overview and Scrutiny Committees of the Council be constituted and approved for the ensuing year:

•    Audit and Standards Committee

•    Licensing and General Purposes Committee

•    Overview and Scrutiny Committee

•    Planning Committee;        

2)    the terms of reference for the Regulatory and Overview and Scrutiny Committees and the scheme of delegations, as set out in Articles 6, 8 and 9, as amended, and Part 3 – Responsibility of Functions of the Constitution be approved; and

3)    the Chief Executive be granted delegated authority to undertake a review of the allocation of committee seats in light of the notified change to the political make-up, as well as the outcome of the Eastern Rother Ward by-election and to agree any necessary adjustments and appointments of Members to committee seats in accordance with the relevant Group Leaders’ wishes.

To receive any disclosure by Members of personal and disclosable pecuniary interests in matters on the agenda, the nature of any interest and whether the Member regards the personal interest as prejudicial under the terms of the Code of Conduct.  Members are reminded of the need to repeat their declaration immediately prior to commencement of the item in question.

There were no declarations of interest made.

29 March 2021

Ø  The purchase of accommodation for temporary use by homeless households (CB20/119)

Ø  Financial Stability Programme (CB20/120)

1.     It was moved by Councillor Oliver and seconded that the reports of the meeting of the Cabinet held on 29 March 2021 (there were no recommendations to Council at the meetings held on 1 March and 8 April 2021), as set out in the Agenda be approved and adopted.

2.     The Chairman of the Council having called over the reports, the following Minute was reserved for discussion:

CB20/120 – Financial Stability Programme

3.     On the Motion of the Chairman of the Council, duly seconded, the Council approved and adopted the following report, with the exception of the minute reserved for discussion:

CB20/119 – The Purchase of Accommodation for Temporary Use by Homeless Households

Cabinet – 29 March 2021

CB20/120 – FINANCIAL STABILITY PROGRAMME

RESOLVED: That Minute CB20/120 be approved and adopted, as submitted.

It was moved by Councillor Oliver and seconded that the report of the Chief Executive, detailing the executive decisions taken by Cabinet as matters of urgency at its meeting held on 8 April 2021 be received.

RESOLVED: That the report be received.

Ø  Code of Conduct (AS20/44) 

Ø  Independent Person Recruitment (AS20/45)

Ø  Risk Management Update (AS20/46)

Ø  Audit Independent Person Recruitment (AS20/47)

1.     It was moved by Councillor Thomas and seconded that the report of the Audit and Standards Committee held on 22 March 2021, be approved and adopted.

2.     The Chairman of the Council having called over the reports, the following Minute was reserved for discussion:

AS20/44 – Code of Conduct

3.     On the Motion of the Chairman of the Council, duly seconded, the Council approved and adopted the following reports, with the exception of the minute reserved for discussion:

AS20/45 – Independent Person Recruitment

AS20/46 – Risk Management Update

AS20/47 – Audit Independent Person Recruitment

Audit and Standards Committee – 22 March 2021

AS20/44 – CODE OF CONDUCT

RESOLVED: That Minute AS20/44 be approved and adopted, as submitted.

It was moved by Councillor Prochak and seconded that the Annual report of the Member Development Task Group as set out within the Agenda be received.  A number of comments were made and these would be reported back and considered by the Member Development Task Group at its next meeting.   

RESOLVED: That the report be received.

It was moved by Councillor Osborne and seconded that the Annual Report of the Overview and Scrutiny Committee as set out within the Agenda be received.  In accordance with Article 6, paragraph 6.3 (d) of the Constitution, the Overview and Scrutiny Committee was required to report annually to Council on its workings, make recommendations for future work programmes and amended working methods as appropriate. 

RESOLVED: That the report be received.