Agenda and minutes

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No. Item


Emergency Evacuation Procedure

The Chairman will advise the meeting of the evacuation procedures to follow in the event of an emergency. This is particularly important for visitors and members of the public who will be unfamiliar with the building and procedures.


The Chairman will inform the meeting whether there is a planned evacuation drill due to take place, what the alarm sounds like (i.e. ringing bells), where the closest emergency exit route is, and where the second closest emergency exit route is, in the event that the closest exit or route is blocked.


The Chairman will inform the meeting that:


(a) in the event of the alarm sounding, everybody must leave the building via the nearest safe available exit and gather at the Assembly points at the far side of the Car Park.  Nobody must leave the assembly point until everybody can be accounted for and nobody must return to the building until the Chairman has informed them that it is safe to do so; and


(b) the lifts must not be used in the event of an evacuation.


Any officers present at the meeting will aid with the evacuation.


It is important that the Chairman is informed of any person attending who is disabled or unable to use the stairs, so that suitable arrangements may be made in the event of an emergency.





The Chairman outlined the emergency evacuation procedure.



To approve the Minutes of the Meeting held on 30 October 2019 (Minute Nos. 320 - 327) as a correct record.



The Minutes of the Meeting held on 30 October 2019 (Minute Nos. 320 – 327) were taken as read, approved and signed by the Chairman as a correct record.


Declarations of Interest

Councillors should not act or take decisions in order to gain financial or other material benefits for  themselves or their spouse, civil partner or person with whom they are living with as a spouse or civil partner.  They must declare and resolve any interests and relationships.


The Chairman will ask Members if they have any interests to declare in respect of items on this agenda, under the following headings:


(a)          Disclosable Pecuniary Interests (DPI) under the Localism Act 2011.  The nature as well as the existence of any such interest must be declared.  After declaring a DPI, the Member must leave the meeting and not take part in the discussion or vote.  This applies even if there is provision for public speaking.


(b)          Disclosable Non Pecuniary (DNPI) under the Code of Conduct adopted by the Council in May 2012.  The nature as well as the existence of any such interest must be declared.  After declaring a DNPI interest, the Member may stay, speak and vote on the matter.


(c)          Where it is possible that a fair-minded and informed observer, having considered the facts would conclude that there was a real possibility that the Member might be predetermined or biased the Member should declare their predetermination or bias and then leave the room while that item is considered.


Advice to Members:  If any Councillor has any doubt about the existence or nature of any DPI or DNPI which he/she may have in any item on this agenda, he/she should seek advice from the Monitoring Officer, the Head of Legal or from other Solicitors in Legal Services as early as possible, and in advance of the Meeting.



No interests were declared.

Part A Minutes for Recommendation to Council


Review of Polling Place - Murston ward (MUN polling district) - Sunnybank Primary School pdf icon PDF 64 KB

Additional documents:


The Committee considered the report which set-out the proposals to change arrangements for voting in the Murston North (MUN) polling district in Murston ward at the request of Sunnybank Primary School.  It was proposed that Sunnybank Primary School was no longer used as a polling station, and that Woodcoombe  Sports and Social Club in Church Road be used instead and that the polling place was amended accordingly.




(1)       That the proposed change to the polling place for the Murston ward be approved.


Revisions to Planning Committee Procedure Notes pdf icon PDF 61 KB

Tabled Paper added 11 February 2020.

Additional documents:


The Vice-Chairman in-the-Chair introduced the report which set-out amendments to the Planning Committee procedures with the aim of improving and expediting discussion of planning applications referred to the Planning Committee.  He drew attention to the tabled amendments from Councillors Alan Horton and James Hunt.  Members agreed that this appendix, rather than the one included within the report, be the one that Members considered.


A discussion ensued which centred on the following themes:


·         Acknowledged that a lot of time was spent on questions, but welcomed the option of any urgent clarification questions being asked at the Planning Committee, being subject to the Chairman’s discretion;

·         the officer’s presentation on the night, plus any points the speakers raised could lead to further questions;

·         some Members were grandstanding at Planning Committee meetings;

·         felt that if Members read the reports, that would reduce the need for so many questions; and

·         the Chairman’s briefing enabled Planning Committee Spokespersons to get any updates from officers, and answers to questions which should then be passed to Planning Committee members.


A Member suggested that it would be beneficial for Members to see the papers going to the General Purposes Committee in advance of the agenda being published.  In response, the Monitoring Officer said that a preliminary consultation could be held with Members, prior to the agenda being published.


The Vice-Chairman in-the-Chair thanked Councillors Alan Horton and James Hunt for their suggestions.




(1)       That the revised wording to the Planning Committee Procedure Notes (Part 4.12) as set-out in the tabled update be incorporated into the constitution.