Democracy - Agenda and draft minutes

Agenda and draft minutes

Contact: Claire Mayhew (01277 312741) 

Items
No. Item

1.

To appoint a Member to preside at the meeting if the Mayor nor the Deputy Mayor are present and able to preside

Minutes:

Immediate past Mayor Cllr Keith Parker requested to preside as Chair for the start of the meeting to keep in with traditional civic protocol. 

 

Cllr Hossack MOVED and Cllr Pearson SECONDED this. 

 

By show of hands this was carried. 

2.

Apologies for Absence

Minutes:

No apologies were received. 

3.

Mayor's Announcements

Minutes:

Past Mayor Cllr Keith Parker congratulated all newly and re-elected councillors at the recent election.

 

Cllr Parker thanked all those that had supported his Mayoral year including colleagues, the Civic Office and his wife Mrs Frances Parker.

 

During his mayoral year of 2019/20, Cllr Parker had raised £10,500 for his charities, Prostate Cancer UK and St Francis Hospice.    

4.

Designate a Mayor for the ensuing municipal year pdf icon PDF 123 KB

Minutes:

The Council was required to elect a Mayor from amongst its membership to serve for the Municipal Year 2019/20 and until their successor was entitled to act in that office in accordance with the procedure as set out in Appendix B of the Constitution.

 

Cllr Hossack MOVED and Cllr Mrs Pearson SECONDED that Cllr Olivia Sanders should be designated Mayor and it was

 

RESOLVED UNANIMOUSLY that Cllr Olivia Sanders be installed as Mayor for the Municipal Year 2021/22.

 

Reason for Recommendation

It is a statutory duty.

5.

Designate a Deputy Mayor for the ensuing municipal year pdf icon PDF 122 KB

Minutes:

The Council was required to appoint a Deputy Mayor from amongst its membership to serve for the Municipal Year 2021/22.

 

The Deputy Mayor was appointed by the Council to continue in office for one Municipal Year and hold office until immediately after the election of the Mayor at the next Annual Meeting.

 

Cllr Mrs Pearson MOVED and Cllr Nolan SECONDED that Cllr Mark Reed be appointed Deputy Mayor and it was

 

RESOLVED UNANIMOUSLY that

Cllr Mark Reed be appointed as Deputy Mayor for the Municipal Year

2021/22.

 

Reason for Recommendation

It is a statutory duty.

6.

Receive any declaration of interest from Members and Officers

Minutes:

There were no declarations of interest from Members or Officers.

7.

Brentwood Borough Council Elections pdf icon PDF 10 KB

The Chief Executive will report the results of the elections.

Minutes:

The results of the elections were included within the agenda pack.

 

Cllr Aspinell thanked all the officers for the hard work throughout the election period. 

8.

Political Groups on the Council pdf icon PDF 122 KB

The Chief Executive will report receipt of Notices served on him by Members under the provisions of the Local Government (Committee and Political Groups) Regulations 1990.

 

 

Minutes:

The Constitution provided that the Chief Executive Officer would report receipt of Notices served on him by Members under the provisions of the Local Government (Committees and Political Groups) Regulations 1990 to the Annual Meeting of the Council.

 

The CEO, Mr Stephenson advised that he had received Notices from the Conservative, Liberal Democrat and Labour Groups indicating that they wished to be treated as political groups on the Council and listing membership of their Group.

 

Cllr Ms Sanders MOVED and Cllr Reed SECONDED the recommendation in the report and it was

 

RESOLVED UNANIMOUSLY that

Annual Council notes the Notices of Political Groups served on the Chief Executive.

 

Reason for Recommendation

To comply with The Local Government (Committees and Political Groups) Regulations 1990 as amended.

9.

Designate a Leader and Deputy Leader of the Council pdf icon PDF 119 KB

Minutes:

The Constitution under Council Procedure Rule 2.1 (i) provided that the Annual Meeting of Council would consider the election from its Members a Leader and Deputy Leader of the Council.

 

The Mayor invited nominations for the election of Leader and Deputy Leader for the Municipal Year 2021/22.

 

Cllr Parker MOVED and Cllr Mrs Pearson SECONDED that Cllr Hossack be designated as Leader of the Council and it was

 

RESOLVED UNANIMOUSLY that Cllr Hossack be designated Leader of the Council.

 

Cllr Hossack MOVED and Cllr Poppy SECONDED that Cllr Parker be designated as Deputy Leader of the Council and it was

 

RESOLVED UNANIMOUSLY that Cllr Parker be designated Deputy Leader of the Council.

 

Reason for Recommendation

To comply with Article 4 of the Constitution.

 

10.

Leader's Statement

The Leader of the Council will make a statement.

Minutes:

During his statement Cllr Hossack highlighted his intention to concentrate and build on the core priorities of the Council.

 

Leader of the Labour group, Cllr Barrett responded to the Leader’s statement.

11.

Committees and their Terms of Reference pdf icon PDF 219 KB

Additional documents:

Minutes:

The Council operated a committee system form of governance and there were a number of statutory provisions relating to committees.

 

The Constitution provided that the Annual Meeting of Council considered the establishment of committees, their size and terms of reference. Certain matters were laid down by law and the Council had no discretion in its considerations.

 

Cllr Hossack MOVED and Cllr Parker SECONDED the recommendations in the report and following a discussion a vote was taken on a show of hands and it was

 

RESOLVED UNANIMOUSLY

 

1. That the Committees listed in Appendix A be appointed for the

Municipal Year 2021/22.

 

2. That the size of the Committees listed in Appendix A be agreed.

 

3. That the Terms of Reference of the Committees listed in Appendix A be agreed.

 

4. That the Council’s Monitoring Officer be authorised to make the necessary changes to the Constitution.

 

Reasons for Recommendation

The Council operates a committee system form of governance and is required by law to establish certain committees and has discretion to appoint other committees to facilitate the effective conduct of business under that committee system.

12.

Political Balance, Allocation of Committee Seats and Committee Appointments pdf icon PDF 130 KB

Additional documents:

Minutes:

The Council was required to:

a) Approve the allocation of seats on Committees;

b) Receive the nominations from political groups to Committees and make

appointments to committees as shown in the nomination sheets and

c) Appoint Chairs and Vice-Chairs of Committees.

 

Cllr Aspinell made an amendment that Cllr Naylor would be a substitute on Environment, Enforcement & Housing Committee replacing Cllr Mrs Davies. 

 

Cllr Hossack MOVED and Cllr Parker SECONDED the recommendations in the report including the minor amendment from Cllr Aspinell.  By show of hands this was

 

RESOLVED UNANIMOUSLY

1. That the allocation of seats as set out in Appendix A be approved.

2. That the nominations from the political groups to Committees as set out in Appendix B be approved subject to Cllr Naylor replacing Cllr Mrs Davies as a nominated substitute on Environment, Enforcement & Housing Committee.

3. That the Chairs and Vice-Chairs of Committees as set out in Appendix B be appointed.

 

For clarity, Appendix B is appended to these minutes.

 

Reasons for Recommendation

The Council is required to make appointments to those Committees that have been established by Agenda Item 10 for the effective discharge of its functions.

 

 

13.

Committee Calendar for 2021-2022 pdf icon PDF 120 KB

Additional documents:

Minutes:

The Constitution provided that the Annual Meeting of Council would consider an item of business to agree the date, time and place of Ordinary meetings of Council and its Committees for the coming Municipal Year.

 

Cllr Hossack MOVED and Cllr Parker SECONDED the recommendation in the report.

 

A small amendment to the calendar would now mean that Policy, Resources and Economic Development committee would move from 29th to 30th September 2021 to allow for the extended Labour Party Conference. 

 

A vote was taken on a show of hands and it was

RESOLVED UNANIMOUSLY

 

That the Calendar of Meetings attached as Appendix A for 2021/202 be approved including moving Policy, Resources and Economic Development committee from 29th to 30th September 2021.

 

For clarity the Calendar of meetings is appended to these minutes.

 

Reason for Recommendation

The Calendar of Meetings enables effective and efficient decision making throughout the Municipal Year.

14.

Appointment of Independent Persons pdf icon PDF 210 KB

Additional documents:

Minutes:

The Localism Act 2011 requires all principal authorities to have arrangements in place to consider allegations of breaches of the Councillors Code of Conduct for that authority and the Code of Conduct for its associated parish councils and to make decisions on those allegations. In doing so, an authority must take account of the views of an Independent Person appointed by the authority under the Localism Act. This report relates to a proposal that Brentwood Borough Council confirms the appointment of three Independent Persons to comply with the statutory requirements of the Localism Act 2011.

 

Cllr Hossack MOVED and Cllr Parker SECONDED the recommendations in the report and by a show of hands it was UNANIMOULSY RESOLVED that:

 

1. The report proposed the confirmation of appointment of Mr John Boylin, Mr Mike Hawkins and Mr Steve Marsh as the three Independent Persons to comply with the statutory requirements of Section 28(7) of the Localism Act 2011 for a period terminating post the first Council after municipal elections 2023 and

 

2. Brentwood Borough Council Independent Person be paid an annual allowance of £500 calculated on a pro-rata 12 monthly basis.

 

Reasons for Recommendation

The key reasons are set out in the body of the report in summary. It is a statutory requirement on Brentwood Borough Council as a principal Council to appoint Independent persons for the purpose of the Localism Act.

 

15.

Members Allowances 2021-2022 pdf icon PDF 144 KB

Additional documents:

Minutes:

The Council operates a Members’ Allowances Scheme which is reviewed annually by the Independent Remuneration Panel (IRP). The Members’ Allowance Scheme is Chapter 6 of the Council’s Constitution, the IRP have reviewed the current scheme and have made recommendations for the 2021/22 Municipal Year and is attached in Appendix A.

 

Following the IRP meeting held on 17th December 2020, the IRP report has recommended to round down current member allowances to the nearest £50. The report also recommends to utilise the savings to introduce a new special responsibility allowance to the Mayor and Deputy Mayor for their roles of Charing Ordinary Council.

 

After a full discussion, Cllr Hossack MOVED and Cllr Parker SECONDED the recommendations in the report and by a show of hands, this was MOVED:

 

1.  That the report of the Independent Remuneration Panel at Appendix A be noted.

 

2. That the Members Allowances at Appendix B be agreed and delegated authority is given to the Monitoring Officer to amend the constitution.

 

Reasons for Recommendation

The Local Authorities (members Allowances) (England) Regulations 2003 require that before Council can determine its Members Allowances for the forthcoming Municipal Year, it must consider a report from the Independent Remuneration Panel. 

16.

Urgent Business

An item of business may only be considered where the Chair is of the opinion that, by reason of special circumstances, which shall be specified in the Minutes, the item should be considered as a matter of urgency.

 

Minutes:

There were no items of urgent business and the Mayor closed the meeting.