No apologies were received. 

The Mayor, Cllr Olivia Francois said:-

“Good evening, Distinguished guests, Freemen, Aldermen and Alderwomen, Members, Ladies and Gentlemen.

First of all, may I welcome everyone to this evening’s meeting.  Also, I would like to extend a warm welcome and congratulations on the recent election our new members Cllrs Gorton, Marsh, Mayo, McCheyne, Munden, Pound, Rigby and Worsfold and congratulations to Cllrs Dr Barrett, Davies, Laplain, Lewis, Poppy on their re-election.  I would also like to thank the non-returning Councillors, Sarah Cloke, Andy Fryd, Peter Jakobsson, Noelle Hones, Chris Hossack, Maria Pearson and Sandy Tanner. Thank you for all your work on behalf of the Council and your Wards.   

The Mayoral year started with preparations for the Platinum Jubilee of Her Majesty Queen Elizabeth II. There was great affection for the Queen demonstrated in a variety of events across the Borough, many of which I had the privilege of attending, on your collective behalf.

However, not that long afterwards, the world was saddened to see the passing of Queen Elizabeth, our longest ever reigning monarch. She once famously said “my whole life, be it long or short, will be spent in the service of my people and the commonwealth’- a pledge which she thoroughly honoured, right til the end.

I remember with great sadness, having to read out the Proclamation, on the death of our late Queen, outside the Town Hall, accompanied by people from across the Borough, who attended to pay their respects.

Some months later, I found myself attending a whole series of events to celebrate the Coronation of His Majesty King Charles III, having also gone up to London with my husband, to witness the Coronation procession.

Thus, in the course of a highly eventful year I have participated in some 136 events, both in and outside of the Borough. Some of these events include:. Visiting the Brentwood Sea Cadets, hosting receptions for the French and German Town Twinning groups, 4 flag raisings, turning on the Christmas Lights in Brentwood High Street, 17 church services, including 9 carol services over the Christmas period and drawing more raffle tickets than I have pairs of shoes.

Exactly thirty years ago, as a ten year old girl I sat in assembly and listened to Cllr Elizabeth Bottomly talk to my school about being the Mayor of Brentwood. Fast forward thirty years later, not only am I now the Mayor of Brentwood, but I too was in that that very hall talking to the kids about being Mayor. It was a surreal and quite emotional moment.

Also during the year, thanks to the generosity of many, I have managed to raise slightly over £15,000 for my four Mayoral Charities, Cardiomyopathy UK, Parkinsons UK, St Francis Hospice and Hopefield Animal Sanctuary.

May I take this opportunity to present donations to some of my charities here this evening. 

First of all may I ask Lizzy Tuthill from Hopefield Animal Sanctuary to come forward to receive your donation. 

And may I ask Andy Furneaux from  ...  view the full minutes text for item 2.

The Council is required to elect a Mayor from amongst its membership to serve for the Municipal Year 2023/2024 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 Francois MOVED and Cllr Dr Barrett SECONDED that Cllr Gareth Barrett  should be designated Mayor and it was RESOLVED UNANIMOUSLY that Cllr Gareth Barrett be installed as Mayor for the Municipal Year 2023/24.

Reason for Recommendation

It is a statutory duty.

The Council is required to appoint a Deputy Mayor from amongst its  membership to serve for the Municipal Year 2023/2024. The Deputy Mayor is 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 Davies MOVED and Cllr Aspinell SECONDED that Cllr Mark Haigh be appointed Deputy Mayor and it was RESOLVED UNANIMOUSLY that Cllr Mark Haigh be appointed as Deputy Mayor for the Municipal Year 2023/2024.

Reason for Recommendation

It is a statutory duty.

There were no declarations of interest from Members or Officers.

The Chief Executive will report the results of the elections. 

The results of the recent elections were tabled at the meeting. A copy of the results is attached to the minutes

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

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 Group and the Brentwood Joint Administration Group indicating that they wished to be treated as political groups on the Council and listing membership of their Group.

Cllr Barrett MOVED and Cllr Haigh 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.

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 2023/2024.

Cllr Laplain MOVED and Cllr Dr Barrett SECONDED that Cllr Aspinell be designated as Leader of the Council and it was AGREED that Cllr Aspinell be designated Leader of the Council.

Cllr Aspinell MOVED and Cllr Dr Barrett SECONDED that Cllr Laplain be designated as Deputy Leader of the Council and it was AGREED that Cllr Laplain be designated Deputy Leader of the Council.

Reason for Recommendation

To comply with Article 4 of the Constitution.

The Leader of the Council will make a statement.

During his statement Cllr Aspinell congratulated those Members that had been re-elected and those that were elected for the first time as new councillors.

Cllr Russell as Leader of the Opposition Group responded to the Leaders Statement. 

To follow.

The Council is requested to formally establish those committees it considers necessary to fulfil its functions in the ensuing municipal year, in accordance with the requirements of both legislation and the Council’s Constitution.   

Cllr Aspinell MOVED and Cllr Dr Barrett SECONDED the recommendations in the report and following a discussion a vote was taken on a show of hands and it was RESOLVED UNANIMOUSLY.

Members are asked to:

1.    That the Committees listed in Appendix A be appointed for the Municipal Year 2023/2024.

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 any 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.

To follow.

The Council is required to approve the allocation of seats on committees, receive the nominations from political groups and make appointments to committees as shown in the nomination sheets and appoint the Chairs and Vice-chairs of committees. 

Cllr Aspinell MOVED and Cllr Laplain SECONDED the recommendations in the report. A vote was taken on a show of hands and it 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;

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

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.

To follow.

The Council is requested to agree to the schedule of Ordinary meetings of the Council and those Committees that have been established in agenda item 11 for the 2023-24 municipal year.

Cllr Aspinell made an amendment to the calendar that the date of Annual Council moved back to three weeks after the Local Elections to 22^nd May 2024. 

Cllr Aspinell MOVED and Cllr Laplain SECONDED the recommendation in the report.  A vote was taken on a show of hands and it was RESOLVED UNANIMOUSLY.

That the Calendar of Meetings for 2023/2024 in Appendix A as amended be approved.,

Reason for Recommendation

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

To follow.

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 2023/24 Municipal Year and  in Appendix A.

The recommendation is for all allowances to stay the same. Although, the IRP report had recommended that member allowances for 2023/24 be increased by 2% (rounded down to the nearest £100) for the basic allowance only.  Other allowances were recommended to be remain unchanged.

Cllr Aspinell thanked the Remuneration Panel for their work. 

The Mayor noted the error in the appendix which referred to the Leader of the Minority Group which should not have been included. 

After a full discussion, Cllr Aspinell MOVED and Cllr Russell SECONDED the recommendations in the report and by a show of hands, this was RESOLVED UNANIMOUSLY:

Members are asked:

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

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

Reason 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.

To follow.

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 Codes 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. This report relates to a proposal that Brentwood Borough Council confirms the appointment of two Independent Persons to comply with the statutory requirements of the Localism Act 2011.

Cllr Aspinell MOVED and Cllr Laplain SECONDED the recommendations in the report and by a show of hands, this was RESOLVED UNANIMOUSLY:

Appoint Mr Mike Hawkins and Mr Steve Marsh as Independent Persons to comply with the statutory requirements of Section 28(7) of the Localism Act 2011, for a period terminating at the first Council meeting after the 2025 municipal elections.

Reason for recommendation

It is a statutory requirement on Brentwood Borough Council as a principal Council to appoint Independent Persons for the purpose of the Localism Act 2011.

To follow.

The report sought the Council’s approval of the appointment of the Monitoring Officer.

All Councils are required to appoint a Monitoring Officer pursuant to s.5 of the Local Government and Housing Act 1989. At Brentwood Borough Council, this role is usually aligned with the Director of People and Governance post. Following two rounds of external recruitment, the Council has been unable to make a permanent appointment to this post and the interim Monitoring Officer will be leaving at the end of May 2023. The Head of Paid Service has, therefore, offered an interim acting up opportunity to the managers within the People and Governance directorate.

Following an expressions of interest process Claire Mayhew, the current Deputy Monitoring Officer, is recommended to Council for the Monitoring Officer role.

Members endorsed the appointment of Mrs Mayhew as Monitoring Officer. 

The Mayor thanked Andrew Hunkin for his tenure as Monitoring Officer. 

Cllr Aspinell MOVED and Cllr Russell SECONDED the recommendations in the report and by a show of hands, this was RESOLVED UNANIMOUSLY:

That the appointment as Monitoring Officer of Claire Mayhew be confirmed.

Reason for recommendation

The Council is legally required to appoint a Monitoring Officer. The roles is currently being filled by an interim appointment which will end on 31 May 2023. Therefore, the Council needs to make a new appointment at the Annual Council meeting to ensure that there is a successor in place.

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.

There were no items of urgent business.

                        The meeting concluded at 8.30pm.