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; 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 4 August 2021 (Minute Nos. 195 -196) as a correct record.

The Minutes of the Meeting held on 4 August 2021 (Minute Nos. 195 – 196) were taken as read, approved and signed by the Chairman as a correct record.

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 Interests (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.

The Chairman referred to the discussion at the General Purposes Committee meeting held earlier that evening and proposed the recommendation which was seconded by Councillor Ben J Martin.

In responding to a Member’s question, the Chief Executive clarified that the proposal was a mechanism to put in place if a meeting could not be held.

On being put to the vote, the vote was tied, and the Chairman used his casting vote to support the recommendation which was then agreed.

Resolved:

(1)  That the delegation in paragraph 3.1 of the report be added to the list of the Chief Executive’s delegations.

The Chairman proposed the recommendations including the minor amendment to Recommendation (2) agreed at the General Purposes Committee earlier in the evening.  Councillor Alan Horton seconded the recommendations.

Resolved:

(1) That the updates and other changes to the officer scheme of delegation set out in Appendix I of the report be agreed.

(2) That delegated authority be given to the monitoring officer in consultation with the Leader, Cabinet Member or Committee Chairman, to make further minor amends to the officer scheme of delegation in consequence of the management restructure, for example to update job titles.

(3) That further new and amended delegations set out in the table in paragraph 3.3 of the report be agreed.

The Chairman advised that there would be a change to the order of business, and items 10 and 11 would be considered before items 7, 8 and 9.

Urgent item added 6.1.22

The Chairman introduced the report and drew attention to paragraph two which illustrated the difficult market circumstances the economy was in. He said it was not a good time for investment but Swale Borough Council (SBC) had done well over the period of time.  The Chairman said that the report had been considered at Audit Committee in November 2021 and he proposed the recommendations which were seconded by Councillor Richard Palmer.

On being put to the vote, the recommendations were agreed.

Resolved:

(1)  That the performance information in the report be noted.

(2)  That the prudential and treasury management indicators within the report be approved.

Urgent item added 6.1.22

The Chairman asked the Director of Resources to introduce the report.

The Director of Resources explained that, like 98% of Councils, SBC had opted into the national scheme and those that had not struggled to appoint an auditor as there was a national shortage.  She said that SBC may possibly be appointed the same auditor and consistency was a positive, and she recommended that SBC continued to opt in to the national scheme.

The Chairman proposed the recommendation which was seconded by Councillor Alan Horton.

On being put to the vote the recommendation was agreed.

Resolved:

(1)  That the invitation from the Public Sector Audit Appointments to opt in to the national scheme to reappoint external audit be accepted.

The Emergency Committee is asked to note the recommendations from the following meetings:

Audit Committee 24 November 2021 (Minutes Nos. 444 – 445)

Cabinet Meeting 8 December 2021 (Minute Nos. 488 – 490)

Members noted the recommendations below which were the subject of reports elsewhere on the Agenda

Resolved:

(1)  That Minute Nos. 444 - 445 from the Audit Committee held on 24 November 2021 be noted.

(2) That Minute Nos 488 – 489 from the Cabinet Meeting held on 8 December 2021 be noted.

To decide whether to pass the resolution set out below in respect of the following item:

That under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in Paragraph 1 – Information relating to any individual.

Resolved:

(1) That under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in Paragraph 1 – Information relating to any individual.

The Monitoring Officer gave the background and an update to the circumstances and reasons why it was necessary to consider a further extension to the waiver of the six-month Councillor attendance rule to a serving Councillor.

A Member supported a continual review of the situation.

The Chairman proposed the recommendation which was seconded by Councillor David Simmons.

On being put to the vote, Members agreed the recommendation.

Resolved:

(1)  To approve health grounds as an appropriate reason to continue to waive the requirement under s85(1) of the Local Government Act 1972 for Councillor Roger Clark to attend a Council meeting within six months of his last attendance.

The meeting was adjourned from 6.34pm to 6.41pm.