The Chair 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 Chair 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 Chair 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 Chair 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 Chair 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 Chair 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.

Councillor Cameron Beart declared a Disclosable Non-Pecuniary Interest in respect of Item 4 Queenborough Guildhall, as he was a member of Queenborough Parish Council.

Councillor Richard Darby declared a Disclosable Non-Pecuniary Interest in respect of Item 4 Queenborough Guildhall, as he was a member of Queenborough Parish Council.

The Head of Regeneration and Property introduced the report which focussed on a specific example within SBC Property portfolio, the Queenborough Guildhall. She said that the Guildhall condition was assessed in 2018 and the overall condition of the building was graded ‘B’ and the surveyor’s assessment was attached as Appendix A in the report. The Head of Regeneration and Property highlighted to the committee paragraph 2.4 of the report which set out the works that had been completed on the Guildhall already.

The chair reminded Members that a decision on the Property Condition Survey which included Queenborough Guildhall had already been made in the previous Regeneration and Property Committee meeting held at 7 pm that evening. Members were invited to make comments, which included:

-       Concerned that the survey conducted in 2018 was not done properly as it referenced the Guildhall having cavity walls which it did not;

-       the building was in need of urgent works;

-       some of the works identified in 2.4 had not been fully completed even though the report indicated otherwise;

-       officers needed to make sure they inspected the works to see if they were done correctly; and

-       could the Council look at ‘giving up’ some of the buildings on the portfolio to Parish and Town Councils to look after in the future.

In response, the Head of Regeneration and Property responded to say that the Property Condition survey due to be undertaken in 2023 was key to ensuring that the Guildhall had the appropriate works it needed. She added that the surveys would help the Property team assess which buildings needed the most urgent repairs.

The Chair proposed the recommendation as set out in the report and this was seconded by Councillor Cameron Beart.

Resolved:

(1)   That the inclusion of Queenborough Guildhall in the recommended programme of Condition Surveys (under consideration in a separate report) be supported by the Committee.