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 Chair outlined the Emergency Evacuation Procedure.

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.

In response to the Chair’s request for questions on the Forward Decisions Plan the following points were raised:

·         Suggested the quarterly Financial Management report to be added to the plan;

·         clarification on the changes to the Council Tax support scheme;

·         would the Beach Huts item previously on the Cabinet Forward Plan be on a future plan?; and

·         suggested Performance Indicators and Annual Complaints report be added to the plan.

The Director of Resources explained the proposed changes to the Council Tax support scheme.  The Chair advised that the Beach Huts item should be raised at the Property and Regeneration Committee and the other items suggested would be looked at.

Resolved:

(1)  That the report be noted.

To agree the membership of the Appointments Sub-Committee, Investigation and Disciplinary Appeals Sub-Committee and Statutory Officers Disciplinary Appeals Sub-Committee.  (Appendix to follow)

The Chair introduced the report.

Members asked questions and sought clarification on memberships of the Sub-Committees.  The Monitoring Officer advised that Sub-Committees should be broadly balanced but were not part of the political balance calculation.  In response to a Member’s question on nominating individuals from smaller groups onto both the Disciplinary Sub-Committee and the Statutory Officers Disciplinary Appeals Sub-Committee, the Chief Executive advised that they could be Members of both Committees but the membership could not be exactly the same Members sitting on an individual appeal.

Resolved:

(1)  That the allocation of seats to the Appointments Sub-Committee, based on the Groups’ nominations for membership, as set out in Appendix I to these minutes be agreed.

(2)  That the allocation of seats to the Investigation and Disciplinary Sub-Committee, based on the Groups’ nominations for membership, as set out in Appendix I to these minutes be agreed.

(3)  That the allocation of seats to the Statutory Officers Disciplinary Appeals Sub-Committee, based on the Groups’ nominations for membership, as set out in Appendix I to these minutes be agreed.

To agree the membership of the Planning and Transportation Policy Working Group. (Report and Appendix to follow).

Report added 31.5.22

The Chair proposed that 11 members should sit on the Planning and Transportation Policy Working Group.  This was seconded by the Vice-Chairman. 

The Leader of the Conservative Group proposed an amendment to the proposal, that 15 members should sit on the Planning and Transportation Policy Working Group.  This was seconded by Councillor Mike Whiting.

In the discussion that followed, points were raised including:

·         The working group needed to be smaller than its parent committee; and

·         there had been successful Task and Finish groups arising out of the former Scrutiny Committee which had given a broad view.

On being put to the vote, the amendment was lost.

Members then voted on the original proposal.  Members voted in support.

In discussing membership of the working group, a Member referred to paragraph 3.3 in the report and said that after the Swale Borough Council (SBC) elections in May 2023, the political set up of the Council might be significantly different.  The Monitoring Officer reminded Members that the Working Group was not politically balanced but should be proportionate. 

A Member suggested membership should include representation from each of the primary areas of Swale.  The Chair referred to paragraph 3.3 in the report and read out the list of Members who had sat on the former Local Plan Panel, nine from the administration and two from the main opposition group.  In the discussion that followed an amendment to increase the number of seats from two to three for the main opposition group was proposed and seconded but on being put to the vote, was lost.

Members then voted on whether Members who had sat on the former Local Plan Panel be invited to sit on the current Planning and Transportation Policy Working Group.  On being put to the vote this was agreed.

Resolved:

(1)  That eleven Members should sit on the Planning and Transportation Working Group.

(2)  That the Members of the former Local Plan Panel be invited to sit on the Planning and Transportation Policy Working Group.

To agree the membership of the Mid-Kent Improvement Partnership Board and the South Thames Gateway Building Control Joint Committee. (Report and Appendix to follow).

Report added 31.5.22.

Mid-Kent Improvement Partnership Board (MKIP)

In referring to the report, the Leader sought clarification on why it was expected that he should sit on the Mid-Kent Improvement Partnership Panel?  The Chief Executive said it was custom and practice but it was for Members to decide.  A Member said SBC should be represented by a figurehead Leader.

The Leader proposed that Councillor Derek Carnell sit on the Mid-Kent Improvement Partnership Board (MKIP).  This was seconded by the Deputy Leader.

Councillor Mike Whiting proposed that Councillor Mike Baldock (Leader) to sit on the MKIP Board.  This was seconded by Councillor Alan Horton.

Councillor Roger Truelove proposed himself to sit on the MKIP Board.  This was seconded by Councillor Angela Harrison.

On being put to the vote, Members agreed to appoint the Leader, Councillor Mike Baldock, and Councillor Roger Truelove onto the MKIP Board.

South Thames Gateway Building Control Joint Committee (STGBC)

Councillor Roger Truelove proposed that Councillor Tim Gibson be appointed to sit on the STGBC Joint Committee.  This was seconded by Councillor Mike Baldock.  On being put to the vote, Members agreed to appoint Councillor Tim Gibson to sit on the STGBC Joint Committee.

Resolved:

(1)      That Councillors Mike Baldock and Roger Truelove be appointed to the MKIP Board.

(2)      That Councillor Tim Gibson be appointed to the STGBC Joint Committee.

The Director of Resources introduced the report which requested authority to award the merchant services contract to the preferred supplier through a framework agreement.  She explained that this would enable the Council to continue to take payments from customers using cards and the contract was proposed to run for four years to 2026.

The Director of Resources responded to questions and confirmed that end users would not notice a difference in the service.

Resolved:

(1)  That Swale Borough Council’s merchant services requirements be placed with Worldpay.

(2) That the period of the contract should run for four years from 9 June 2022.

(3) That delegated authority be given to the Director of Resources in consultation with the Chair of the Policy and Resources Committee to enter into the contract with Worldpay.