Agenda and draft minutes

Council
Monday 16th September 2019 6.30 pm

Venue: Council Chamber, Town Hall, Bexhill-on-Sea

Contact: For all enquiries please contact Email: democraticservices@rother.gov.uk  Tel: 01424 787813

Items
No. Item

C19/34.

To approve as a correct record and to authorise the Chairman to sign the Minutes of the Council meeting held on 8 July 2019.

Minutes:

The Chairman was authorised to sign the minutes of the Council meeting held on 8 July 2019 as a correct record of the proceedings.

C19/35.

To receive apologies for absence.

Minutes:

Apologies for absence were received from Councillor M. Mooney and Executive Director, Dr Anthony Leonard.

C19/36.

Disclosure of Interest

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.

Minutes:

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

 

Barnes, J      Agenda Item 9 – Personal Interest as Chairman of Etchingham Trust for Sport and Recreation, a charity in receipt of mandatory rate relief.

 

Mrs Bayliss   Agenda Item 7 – Personal Interest as a member of Democracy4Bexhill. 

 

Dixon            Agenda Item 11 – Personal Interest as a member of 1066 Attraction group.

 

Prochak        Agenda Item 9 – Personal Interest as Chairman of Roberstbridge Children’s Services, a charity in receipt of mandatory rate relief.

C19/37.

To receive the Chairman's communications.

Minutes:

The Chairman announced that:

 

1)    sadly Margaret Jones had recently passed away and the Council stood for a minutes’ silence in her memory.  Margaret Jones had been a former Councillor and Chairman of Rother District Council; Councillor Prochak paid a special tribute highlighting Margaret’s career and contribution to civic and community life in Bexhill on Sea;

 

2)    he had attended a number of events across the district since the Council’s last meeting which included the Bexhill open bowls tournament, Bexhill’s festival of the sea and the Bexhill cycling festival.  It had been most disappointing that the Bexhill Carnival had been cancelled on health and safety grounds due to inclement weather; and

 

3)    in accordance with paragraph 3.2(a) of the Council Procedure Rules, he had used his discretion in favour of varying the order of business so that Agenda Item 12, the Motion on Climate Change and Agenda Item 11, presentation by 1066 Country was taken directly after his communications.

C19/38.

In accordance with Council Procedure Rule 12 consideration be given to the following Motion to Council submitted by Councillors Mrs C.A. Bayliss, K.P. Dixon and D.B. Oliver: pdf icon PDF 127 KB

Rother District Council will,

 

1.       Declare a ‘climate emergency’.

2.       Pledge to do what is within our powers, to make Rother District carbon neutral by 2030, taking into account both production and consumption emissions.

3.       Call on the Government to provide the powers and resources necessary for Rother District to achieve the target of becoming carbon neutral by 2030, and to implement best practice methods to limit global warming to 1.5ºC.

4.       Report to full Council within six months with an Action Plan, outlining how the Council will address this emergency. The Carbon Neutral 2030 Action Plan will detail the leadership role Rother District will take in promoting community, public, business and other Council partnerships to achieve this commitment throughout the District. The Action Plan will also outline adequate staff time and resources to undertake the actions to achieve the target.

5.       To investigate all possible sources of external funding and match funding to support this commitment.

6.       Identify citizens across Rother who are climate champions for their communities and to use them to inform on ideas to implement locally.

Additional documents:

Minutes:

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

 

Rother District Council will:

 

1.     Declare a ‘climate emergency’.

 

2.     Pledge to do what is within our powers, to make Rother District carbon neutral by 2030, taking into account both production and consumption emissions.

 

3.     Call on the Government to provide the powers and resources necessary for Rother District to achieve the target of becoming carbon neutral by 2030, and to implement best practice methods to limit global warming to 1.5ºC.

 

4.     Request that Cabinet establishes a Steering Group to report to full Council within six months with an Action Plan, outlining how the Council will address this emergency. The Carbon Neutral 2030 Action Plan will detail the leadership role Rother District will take in promoting community, public, business and other Council partnerships to achieve this commitment throughout the District. The Action Plan will also outline adequate staff time and resources to undertake the actions to achieve the target.

 

5.     To investigate all possible sources of external funding and match funding to support this commitment.

 

6.     Identify citizens across Rother who are climate champions for their communities and to use them to inform on ideas to implement locally.

 

It was moved by Councillor J. Barnes, and seconded that the Motion be amended by the following additions:

 

A new recommendation 2) as follows:

 

2.       “Review and update urgently Rother District Council’s current carbon strategy” (renumber remaining paragraphs).

 

Replace the words “the powers” with “any additional powers” in paragraph 3.

 

A new recommendation 8) as follows:

 

8.       Investigate what Rother District Council can do to minimise the emission of gases which adversely affect climate change even more than CO2.

 

The Amendment on being put was declared CARRIED.

 

RESOLVED: That the Motion, as amended, on being put was declared CARRIED.  (Reproduced in full at Appendix A).

C19/39.

To receive a presentation from Kevin Boorman, Manager, 1066 country.

Minutes:

In accordance with the Constitution, the Chairman of Council had agreed to the Council receiving a presentation on 1066 Country from Kevin Boorman, Manager 1066 Country and Stewart Drew, Chairman, 1066 Country Marketing.

 

The Chairman of the Council welcomed Kevin Boorman and Stewart Drew to the meeting who proceeded to give a presentation on 1066 Country.  Following the presentation there was a question and answer session where Members asked a number of questions and provided feedback on the new 1066 Country website and its content and suggested making better use of social media and alternative marketing ideas.  The Chairman thanked Kevin and Stewart for the informative and interesting presentation.

 

It was moved, seconded and agreed that Council Procedure Rules 3.2 (a) (varying the order of business), 14.4 (content and length of speeches) and 14.5 (when a member may speak again) be waived for the duration of this item. 

C19/40.

To receive the report of the Cabinet on matters for determination by full Council at its meetings held on 29 July and 2 September, to include, as under: pdf icon PDF 326 KB

29 July 2019

 

Ø  Community Governance Review – Bexhill-on-Sea (CB19/28)

Ø  Revenue Budget and Capital Programme Monitoring Quarter 1 2019/20 (CB19/29)

 

2 September 2019

 

Ø  Proposed Formal Substitute Procedure for Committees (CB19/38)

Ø  Provision of Temporary Accommodation (CB19/39)

Minutes:

1.     It was moved by Councillor Oliver and seconded that the reports of the meetings of the Cabinet held on 29 July and 2 September as set out in the Agenda be approved and adopted.

 

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

 

Cabinet 29 July 2019                   CB19/28

Cabinet 2 September 2019                    CB19/38, CB19/39

 

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

 

CB19/29 – Revenue and Capital Programme Monitoring Quarter 1 2019/20

 

C19/41.

Reserved Matters

Minutes:

Cabinet – 29 July 2019

 

CB19/28 – COMMUNITY GOVERNANCE REVIEW – BEXHILL-ON-SEA  

                       

It was moved by Councillor Mrs Bayliss, and seconded that the Motion be amended by the substitution of the words “Community Governance Review” in place of “Community Consultation”.  

                       

The Amendment on being put was declared CARRIED.

 

The Nine Members appointed to the Community Governance Review Steering Group, as notified by Group Leaders were:  Councillors J. Barnes, Mrs C.A. Bayliss, T.J.C. Byrne, J.J. Carroll, P.J. Gray, L.M. Langlands, P.N. Osborne, R. Thomas and H.L. Timpe.  

 

RESOLVED: That CB19/28 be approved and adopted, as amended.

 

                       

Cabinet –2 September 2019

 

CB19/38 – PROPOSED FORMAL SUBSTITUTE PROCEDURE FOR COMMITTEES

 

It was moved, seconded and

 

RESOLVED: That the following Members be appointed to Committees as formal substitutes in accordance with the approved procedure:

 

Licensing and General Purposes Committee

Councillors Mrs C.A. Bayliss (Labour), P.J. Gray (Liberal Democrat and Green), Mrs E.M. Kirby-Green (Conservative), C.A. Madeley (Association of Independents).

 

Overview and Scrutiny Committee

Councillors S.J. Coleman (Labour), G.F. Stevens (Conservative), C.A. Madeley (Association of Independents), R. Thomas (Liberal Democrat and Green).

 

Planning Committee

Councillors J. Barnes (Conservative), P.C. Courtel (Labour), B.J. Drayson (Association of Independents) and K.P. Dixon (Liberal Democrat and Green).

                                   

CB19/39 – PROVISION OF TEMPORARY ACCOMMODATION

 

RESOLVED: That CB19/38 and CB19/39 be approved and adopted, as submitted.

C19/42.

To receive the report of the Head of Paid Service pdf icon PDF 198 KB

In accordance with paragraph 17a of the Overview and Scrutiny Procedure Rules and paragraph 4 of the Budget and Policy Framework Procedure Rules, of any decisions taken as matters or urgency at the Cabinet meetings held on 29 July and 2 September 2019.

Minutes:

It was moved by Councillor Oliver and seconded that the report of the Executive Director on the decisions taken by Cabinet as matters of urgency at its meetings held on 8 July and 2 September be received.

 

RESOLVED: That the report of the Executive Director be received.

C19/43.

To receive the report of the Licensing and General Purposes Committee on matters for determination by full Council, at its meeting held on 15 July 2019 as under: pdf icon PDF 128 KB

15 July 2019

 

Ø  Discretionary Relief for Non-Domestic Rates Policy (LG19/06)

Additional documents:

Minutes:

1.     It was moved by Councillor Jeeawon, Chairman of the Licensing and General Purposes Committee, and seconded that the report of the Licensing and General Purposes Committee held on 15 July 2019 be approved and adopted. 

 

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

 

Licensing and General Purposes 15 July 2019 - LG19/06

 

3.     On the Motion of the Chairman of the Council, duly seconded, the Chairman proceeded to deal with the reserved minutes.

 

 

C19/44.

Reserved Matters

Minutes:

Licensing and General Purposes Committee – 15 July 2019

 

LG19/06 – DISCRETIONARY RELIEF FOR NON-DOMESTIC RATES POLICY

 

It was moved by Councillor Field, and seconded that the Discretionary Rate Relief Policy be amended by the insertion of the following paragraphs:

 

Discretionary Relief – Cash Dispensing Machine (ATM) Relief

 

1.     The Government has urged local authorities to consider using their Business Rates local discounts powers to aid access to free to use ATMs because of the difficulties of obtaining cash in certain localities. Authorities have been asked to consider using their powers to provide relief to these machines where there is a clear community benefit, such as where the providers commit to introduce extra machines or reduce charges on existing machines.

 

2.     There is currently adequate supply of free to use ATMs in the urban area of Bexhill. However, this may not be the case in some of the town and rural parts of the district and each case will be considered on its merits as it arises. Providers seeking relief will be asked to complete an application form and to provide as much information as the Council deems necessary to arrive at a decision. A check will made on the Rating List for other ATMs in the surrounding area and a Council Officer may visit the premises to verify the information provided.

 

3.     Relief will only be granted where the Council is convinced there is a compelling case for the award (for example, it is the last free to use ATM in a High Street, available 24/7 and does not belong to a financial institution or national chain).  

                       

The Amendment on being put was declared CARRIED.

 

RESOLVED: That LG19/06 be approved and adopted, as amended.

C19/45.

Appointments to outside bodies: East Sussex Energy, Infrastructure & Development Ltd and Hastings and Bexhill Renaissance Ltd (SeaSpace) - to receive the report of the Executive Director on the appointments of representatives. pdf icon PDF 108 KB

Minutes:

Further to the appointments made to outside bodies at the Annual Council meeting held on 22 May 2019 (Minute C19/17 refers) a substantive appointment was required for the East Sussex Energy, Infrastructure & Development Ltd Hastings and Bexhill Renaissance Ltd (SeaSpace) Rother District Citizen’s Advice Bureau.

 

RESOLVED: That Councillor K.P. Dixon be approved as the Council’s substantive representative on both the East Sussex Energy, Infrastructure & Development Ltd Hastings and Bexhill Renaissance Ltd (SeaSpace) for the remainder of this civic year, expiring in May 2020 and that attendance be designated as an approved duty.