Agenda and minutes

An apology for non attendance was received from Councillor Raffaelli.

The Mayor thanked those that had attended Mayor Making and thanked the staff that had attended the fire in Somerset Court.

To sign as a true and correct record minutes of the meeting held on 29 March 2023.

RESOLVED: That the minutes of the meeting held on 29 March 2023 be signed as a true and correct record.

All Members are required to disclose at this point in the meeting or as soon as possible thereafter, any disclosable pecuniary interest or personal interest in any item(s) being considered at this meeting.

There were none.

(NOTE: Standing Order No. 3.4 requires that notice of a Deputation should be received by the Borough Solicitor NOT LATER THAN 12 O’CLOCK NOON ON FRIDAY 5 MAY 2023 and likewise Standing Order No. 3.5 requires that notice of a Public Question should be received by the Borough Solicitor NOT LATER THAN 12 O’CLOCK NOON ON FRIDAY 5 MAY 2023)

There were none.

(NOTE: Members are reminded that Standing Order No. 3.3 requires that Notice of Question pursuant to that Standing Order must be received by the Borough Solicitor NOT LATER THAN 12 O’CLOCK NOON ON TUESDAY 9 MAY 2023 )

There were no public questions

A question in the name of Councillor Scard to the Leader of the Council

Can the Chairman please give an update on the condition of Stoke Lake, which is covered in algae at the moment. The sluice gate under Jackie Spencer’s bridge not being in working order means that flushing of the lake cannot be achieved.

Answer: There are issues with the weir that have been inherited following a lack of maintenance over the years, this had led to the lack of flow in the water, and the fish dying and there was a risk that this could happen again.

A report had been undertaken on the sluice gate and it was established that it couldn’t’ be opened which was leading to an adverse impact on the environment downstream and the wildlife as a result.

The Environment Agency would not invest and there were currently investigations being undertaken into sources of funding to invest and improve.

RESOLVED: That Councillor Richard Earle be Deputy Mayor for the municipal year 2023/24.

To advise the Council of the balance of the seats on the Council and the position with regard to Political Groups and to undertake a review in accordance with the “Proportionality Rules” of the balance of seats on the Boards and Committees of the Council.

Consideration was given to a report of the Borough Solicitor and Monitoring Officer detailing the composition and review of the Council’s Boards Sub-Boards and determination of allocation of seats as per the addendum

An amendment was proposed to the composition of the of the Boards as follows.

Policy and Organisation Board

Liberal Democrat 3 Conservative 1 Labour 1

Community Board

Liberal Democrat 3 Conservative 2

Some Members felt that this was not a fair representation of proportionality and  was appropriate for the make up of Boards presented. 

A vote was taken on the amendment and subsequently carried.

Some Members felt that the proportionality of the sub-boards was also not reflective of the makeup of the Council.

RESOLVED:

1.     That the Community and Environment Board, Housing Board, Policy and Organisation Board, and Regulatory Board comprise of 7 members; and the Licensing Sub-Board remain comprised of 3 members; and the Licensing (General Applications) Sub-Board remain comprised of 5 members. The Standards and Audit Sub-Board and the Grants Sub-Board will remain comprised of 5 members.

2.    The allocation of seats on the Boards and Committee as set out as per the in paragraph 3.2 and the agreed amendment on the allocations to the Policy and Organisation and Community and Environment Board.

To elect from the Members of the Council the Chairman of the Policy and Organisation Board.

It was proposed, seconded and subsequently agreed that Councillor Chegwyn be elected as the Chairman of the Policy and Organisation Board.

RESOLVED: That Councillor Chegwyn be elected Chairman of the Policy and Organisation Board.

RESOLVED: That the Boards, Sub-Boards, Outside Bodies and Champions be appointed as per the blue sheets, as amended at the Council meeting.

In view of the nature of the business to be transacted or the nature of the proceedings, that if members of the public were present during this item there would be disclosure to them of exempt information within Paragraphs 3  of Part 1 of Schedule 12A to the Local Government Act 1972, and further that in all circumstances of the case, the public interest in maintaining the exemptions outweighs the public interest in disclosing the information, for the reasons set out in the report.

COUNCIL RESOLVED: That in relation to the following item the public be excluded from the meeting, ,  as it is likely, in view of the nature of the business to be transacted or the nature of the proceedings, that if members of the public were present during this item there would be disclosure to them of exempt information within Paragraph 3  of Part 1 of Schedule 12A to the Local Government Act 1972, and further that in all circumstances of the case, the public interest in maintaining the exemptions outweighs the public interest in disclosing the information, for the reasons set out in the report.

Late item to be considered at the meeting. Community Skips

Not for publication by virtue of Paragraph(s) 3 of Part 1 of Schedule 12A of the Local Government Act 1972

The report contains details of the financial affairs of the Council and a third party at a time when contract documents are not finally concluded. Completion of the contract could be prejudiced if this information was made public which may have an adverse impact on the contract arrangements to the detriment of the Council Tax payers. The public interest in maintaining the exemption therefore outweighs the public interest in disclosing the information.

Consideration was given to the urgent report of the Head of Planning and Regeneration and the Assistant Chief Executive updating Members on required changes to the Community Skips Scheme following a trial period.

By reason of special circumstances, the Chairman determined that the following item be considered at this meeting notwithstanding the fact that the item had not been available for public inspection in accordance with the provisions of Section 100B(4)(a) of the Local Government (Access to Information) Act 1985.

The special circumstances were created as the next Council  meeting did not take place until July, which would delay the scheme.

RESOLVED: That the Board approves the continuation and funding of the community skip scheme as detailed within the report and approves the direct award of a revised contract to T.J. Waste as a “waiver” to the Council’s Contract Procedure Rules (CPRs). The contract to consist of a 6 month term with the option to extend for a further 6 month period.