The Mayor 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 Mayor will inform the meeting that:

There is no scheduled test of the fire alarm during this event.  If the alarm does sound, please leave the building quickly without collecting any of your possessions, using the doors signed as fire escapes, and assemble in the car park at the front of the building.  Await instructions from the Fire Marshal before entering the building.

Should anyone require assistance in evacuating the building, please make the volunteer staff in the front office aware of any special needs so that suitable arrangements may be made in the event of an emergency.

The Mayor outlined the emergency evacuation procedure.

To approve the Minutes of the Meeting held on 15 July 2020 (Minute Nos. 1 - 16) and the Minutes of the Full Council Meeting held on 31 March 2021 (Minute Nos. 590 – 607) as a correct records.

The Minutes of the Annual Council held on 15 July 2020 (Minute Nos. 1 - 16)  and the Full Council meeting held on 31 March 2021 (Minute Nos. 590 - 607) were taken as read, approved and signed by the Mayor as correct records.

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 meeting 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.

To confirm the re-appointment of Councillor Paul Stephen as Mayor for the civic year 2021/22.

The Chief Executive advised that the decision to appoint a Mayor-elect had been taken at the Council meeting held on 24 February 2021 where it was resolved that Councillor Paul Stephen would be re-elected as Mayor for the civic year 2021/22.

The Mayor read and signed his Declaration of Acceptance of Office and announced that Councillor Mrs Sarah Stephen would be his Mayoress for the Mayoral Year 2021/22.

The Mayor will outline the forthcoming Mayoral Year.

The Mayor thanked members for his re-election.  He explained that visits in his previous mayoral year had been limited due to the Covid-19 pandemic but he hoped the relaxation of restrictions would give more opportunities to meet residents in the Borough in the future.  He thanked officers and the residents of Swale.

To confirm the appointment of Councillor Simon Clark as Deputy Mayor for the civic year 2021/22.

The Mayor advised that the decision to appoint a Deputy Mayor-elect was taken at the Council meeting held on 24 February 2021, where it was resolved that Councillor Simon Clark be elected Deputy Mayor for the civic year 2021/22.

The incoming Deputy Mayor read and signed his Declaration of Acceptance of Office.

A vote of thanks will be given to the retiring Deputy Mayor, Councillor Benjamin Martin.

The retiring Deputy Mayor is invited to say a few words about their term as Deputy Mayor.

The Mayor, the Leader and Councillor Denise Knights all gave thanks to the retiring Deputy Mayor, Councillor Benjamin A Martin.  Councillor Martin thanked Members for the opportunity to serve as Deputy Mayor, despite the limitations on visits due to the Covid-19 pandemic. He thanked officers for their support.  The Mayor presented Councillor Martin with a shield in recognition of his term of office.

The Deputy Leader and Cabinet Member for Planning introduced the report which set out proposed changes to the Council’s committee structure by the deletion of the Policy Development and Review Committee and introduction of three Cabinet Advisory Committees. He said that the proposal would contribute to decision-making for all members and was a step towards a full committee system.  He proposed the recommendation which was seconded by the Leader.

Resolved:

(1)  That Council adopts the changes to Part 3.2.1 of the Council’s constitution as set out in the report.

To agree the Council’s Committees and their terms of reference.

Report and appendix added 24 May 2021.

The Leader introduced the report which asked the Council to establish the Committees of the Council for the municipal year 2021/22 and to agree their terms of reference.

The Leader proposed the recommendation which was seconded by the Leader of the opposition.

Resolved:

(1)  That the Committees of the Council and Terms of Reference, as set out in Appendix I to the report, be agreed for the 2021/22 municipal year.

Report added 24 May 2021.

The following appendices were published 26 May 2021:

Appendix I Political Balance Calculations

Appendix II Membership of Committees

Appendix III Appointment of Chairman and Vice-Chairman

The Leader introduced the report and proposed the recommendations which were seconded by the Deputy Leader.  On being put to the vote Members agreed recommendations 1 and 2.

As the chairmainships were contested for the General Licensing Committee and Licensing Act 2003 Committees, members of those Committees took a vote to appoint the Chairman and Vice-Chairman.  Committee Members voted to appoint Councillor Derek Carnell as Chairman, and Councillor Tony Winckless as Vice-Chairman, on both Committees. On being put to the vote recommendation 3 was agreed.

Resolved:

(1)  That the political balance calculation as set out in Appendix I to the report be agreed.

(2)  That the allocation of seats to committees, in accordance with the wishes of Group Leaders, as set out in Appendix I to these minutes, be agreed and that the Leader’s appointments to the Cabinet and their portfolios be noted.

(3)  That the Chairman and Vice-Chairman of the Committees as set out in Appendix II to these minutes, updated to include Councillor Derek Carnell and Councillor Tony Winckless as Chairman and Vice-Chairman of the General Licensing Committee and the Licensing Act 2003 Committee for the municipal year 2021/22 be agreed.

To confirm Borough Council nominations to outside bodies and trusts administered by Swale Borough Council and statutory bodies.

Report added 24 May 2021.

Appendix I: published 26 May 2021

The Leader introduced the report which set out the nominations received from all groups.  He proposed the recommendations which were seconded by the Deputy Leader.

The Mayor explained the voting procedure in respect of those outside bodies that had more nominations than seats as below:

·       Action with Communities in Rural Kent;

·       Bensted’s Charity;

·       Citizen’s Advice Services Swale (formerly CAB);

·       Council for Voluntary Services (CVS);

·       Kent Downs Area of Outstanding Natural Beauty (AONB) Joint Advisory Committee;

·       Lower Medway Internal Drainage Board;

·       Oare Gunpowder Works Advisory Group;

·       Sheppey Matters;

·       West Faversham Community Association.

During the discussion, Councillor David Simmons withdrew from being nominated for the Kent Downs AONB Joint Advisory Committee, Councillors Benjamin A Martin, James Hunt and Alan Horton withdrew from the Lower Medway Internal Drainage Board, Councillor Lloyd Bowen withdrew from Oare Gunpowder Works, Councillor Richard Darby withdrew from Sheppey Matters and Councillor David Simmons withdrew from West Faversham Community Association.

Upon being put to the vote, the Mayor announced the results.  The complete list of outside body appointments are attached as Appendix III to these Minutes.

Resolved:

(1)  That the Borough Council nominations on outside bodies and trusts administered by Swale Borough Council and statutory bodies be as set out in Appendix III to these minutes.

To note the timetable of meetings in the municipal year 2021/22 which was agreed at Full Council held on 24 February 2021.

Report added 24 May 2021.

The Leader proposed the recommendation which was seconded by the Leader of the Opposition.

Resolved:

(1)  That the timetable of meetings for the 2021/22 municipal year be noted.