Agenda and minutes

An apology for absence was received from Councillor G.F. Stevens.

A Councillor to move that Councillor Kathy Harmer be elected as Chairman of the Council.  To be seconded.  The Chairman to ask if there are any other nominations.  If there is more than one nomination there will be a ballot in accordance with Council Procedure Rule 17.4.

The Chair of Council called for nominations for the Chair of Council for the Council Year 2022/23.

On the Motion of Councillor H.Timpe, duly seconded, it was

RESOLVED: That Councillor K.M. Harmer be elected as Chair of the Council for the ensuing year.

Councillor K.M. Harmer read and signed the Declaration of Acceptance of Office and thanked the Council for her election.

The Chair of Council called for nominations for the Vice-Chair of Council for the Council Year 2022/23.

On the Motion of Councillor Rev. H.J. Norton, duly seconded, it was

RESOLVED: That Councillor A.S. Mier be appointed as Vice-Chair of the Council for the ensuing year.

Councillor A.S. Mier read and signed the Declaration of Acceptance of Office and thanked the Council for his appointment.

The Chair was authorised to sign the minutes of the Council meetings held on 21 February and 7 March 2022 as correct records of the proceedings.

The Chair:

1)    invited Members to pay their tributes to Councillor Jonathan Johnson; tributes were made by Councillor Maynard on behalf of the Conservative Group and residents of Brede and Udimore and Councillor Dixon on behalf of his wife, Mrs Dixon as Clerk to Brede Parish Council and all the Alliance Members and offered condolences to former Rother District Councillor, Gillian Johnson.

2)    was honoured to be elected Chair of Rother District Council and looked forward to visiting the wider community.

3)    announced that Father Robert Coates, St. Augustines Parish Church, Bexhill-on-Sea would be her Chaplain for the year and would be attending all further Full Council meetings.

4)    thanked her fellow Ward Councillor, Councillor Errington and her husband for all their support.

5)    felt that by working together, nothing was impossible.  She urged all Members to be the best that they could be in representing the public who had elected them into office and to conduct the very important business of the Council with curtesy and kindness to one another.

“That the Council record its gratitude to Councillor Brian Drayson for his conscientious and impartial discharge of the duties of the Chairman during his term of office.”

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

RESOLVED: That the Council record its gratitude to Councillor B.J. Drayson for his conscientious and impartial discharge of the duties of the Chair during his two-year term of office.

The Chair confirmed that, in accordance with the current Executive Arrangements, 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.

The Leader of the Council confirmed that, in accordance with the Executive Arrangements, the Leader 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 2022/23.

(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 eight other Members with the following portfolios:

RESOLVED: It be noted that Councillors Bayliss, Byrne, Dixon, Field, Jeeawon, Prochak, Timpe and 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, C.A. Madeley and R. Thomas had been appointed as Cabinet Spokespersons / Member Champions on Older Persons, Young Persons / Child Poverty, Well-being, Equality and Inclusiveness and Promoting Liveable Neighbourhoods (cycling / walking) respectively.

RESOLVED: It be noted that Councillors C.A. Clark, S.J. Coleman, C.A. Madeley and R. Thomas had been appointed as Cabinet Spokespersons / Member Champions on Older Persons, Young Persons / Child Poverty, Well-being, Equality and Inclusiveness 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.

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;

2)    the Substantive and Substitute Membership of each as set out below be approved for the ensuing year;

3)    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

4)    the Chief Executive be granted delegated authority to undertake a review of the allocation of committee seats following the Brede and Udimore 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.

Audit and Standards Committee

Councillors J. Barnes, Mrs M.L. Barnes, P.C. Courtel, B.J Drayson, Mrs E.M. Kirby-Green, L.M. Langlands, C.A. Madeley and R. Thomas.

Licensing and General Purposes Committee

Councillors R.K. Bird, G.S. Browne, S. Coleman, G.C. Curtis, S.J. Errington, L. Hacking, K.M. Field, C.A. Madeley, A. Mier, R. Thomas and H. Timpe (+1 vacancy).

Substitutes: Mrs E.M. Kirby-Green, T.J.C. Byrne, P.J. Gray and C.A. Bayliss.

Overview and Scrutiny Committee

Councillors J. Barnes, J.J. Carroll, C.A. Clark, S. Coleman, Mrs V. Cook, P.C. Courtel, Mrs D.C. Earl-Williams, P.J. Gray, C.A. Madeley, C.R. Maynard, M. Mooney and P.N. Osborne.

Substitutes: G.S. Stevens, L.M. Langlands, R. Thomas.

Planning Committee

Councillors Mrs M.L. Barnes, T.J.C. Byrne, G.C. Curtis, S. Errington, A.E. Ganly, P.J Gray, L.M. Langlands, C. Madeley, A. Mier, S.M. Prochak, G.F. Stevens, Norton and J. Vine-Hall (+1 vacancy).

Substitutes: J. Barnes, B.J. Drayson and Mrs V. Cook.

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 the commencement of the item in question.

Declarations of interest were made by Councillors in the Minutes as indicated below:

Dixon, K.P.    Agenda Item 30 – Personal Interest as a Personal Licence Holder. ?

28 March 2022

Ø  Community Infrastructure Levy Governance Arrangement and Funding           Decision Protocol (CB21/95)

9 May 2022

Ø  Review of the Constitution – Reference from the Overview and Scrutiny Committee (CB21/103)

Ø  Member Training and Development Strategy (CB21/104)

1.    It was moved by Councillor Oliver and seconded that the reports of the meeting of the Cabinet held on 28 March and 9 May 2022, as set out in the Agenda be approved and adopted.

2.    The Chair of the Council having called over the reports, no Minutes were reserved for discussion.

3.    On the Motion of the Chair of the Council, duly seconded, the Council approved and adopted the following reports:

CB21/95        – Community Infrastructure Levy Governance                                                  Arrangement and Funding             Decision Protocol

CB21/103 – Review of the Constitution

CB21/104 – Member Training and Development Strategy

It was moved by Councillor Oliver and seconded that it be noted that there were no executive decisions taken by Cabinet as matters of urgency at its meetings held on 28 March and 9 May 2022.

RESOLVED: That the report be received.

Ø  Gambling Act 2005 - Statement of Principles (LG21/12) 

1.    It was moved by Councillor Mier and seconded that the report of the Licensing and General Purposes Committee held on 17 January 2022, be approved and adopted.

2.    The Chair of the Council having called over the report, no Minutes were reserved for discussion.

3.    On the Motion of the Chair of the Council, duly seconded, the Council approved and adopted the following report:

LG21/12 – Gambling Act 2005 - Statement of Principles

RESOLVED: That:

1)    it be noted that an appointment was no longer required for the Bexhill Town Forum and that this organisation be removed from the list;

2)    Members be reminded of the need to report annually via the Members’ Bulletin on the outside bodies to which they are appointed;

3)    appointments be made to the following outside bodies for a term of one year except where stated otherwise, and attendance be designated as an approved duty:

4) the following reserved appointments be confirmed:

It was moved by Councillor Prochak, Member Training Champion and seconded that the Annual report of the Member Development Task Group as set out within the Agenda be received.  In moving the report Councillor Prochak paid tribute to Members and officers supporting the training and development function and thanked Members for their attendance at training sessions.  She urged those Members not actively taking part in training and development to do so, not just for their own benefit, but for the networking opportunities it provided and for all Members to provide feedback when asked.    

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.  The Chair paid tribute to the work of the Committee and supporting officers and reminded all Members that there was an Annual OSC Work Programme meeting taking place on Tuesday 17 May at 2pm to which all non-executive Members were invited.

RESOLVED: That the report be received.

In accordance with Council Procedure Rule 12 consideration was given to the following Motion for Council; it was moved by Councillor Oliver and seconded by Councillor Prochak:

“This Council would like to have the flexibility to hold decision-making virtual, hybrid and in-person meetings to suit the local context and needs of residents and Councillors.

This Council resolves to:

Ø  write to the Department of Levelling Up, Housing and Communities (DLUHC) urging a permanent amendment to the meeting rules set out in the Local Government Act 1972 be enabling local authorities to hold decision-making virtual, hybrid or physical meetings;

Ø  write to our local Members of Parliament to ask for support for this flexible approach to council meetings; and

Ø  continue to explore the use of technology to develop online meetings to attract a wider audience once our request has been successful.”

RESOLVED: That the Motion on being put was declared CARRIED, as printed.