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; 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 Vice-Chairman in-the-chair outlined the emergency evacuation procedure.

To approve the Minutes of the Meeting held on 29 November 2017 (Minute Nos. 359 - 363) as a correct record.

The Minutes of the Meeting held on 29 November 2017 (Minute Nos. 359 - 363) were taken as read, approved and signed by the Vice-Chairman in-the-chair) as a correct record.

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 (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 room 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.

The Committee considered the report of the Chief Executive, which set out a proposal to appoint David Clifford as the Council’s Monitoring Officer with effect from 1 October 2018.

The Vice-Chairman (in-the-Chair for the start of the meeting) proposed the recommendation in the report, which was seconded by Councillor Alan Horton.  The Chairman chaired the meeting from 5:12pm.

Members spoke in support of the proposal and asked the Chief Executive questions.

In response to questions from Members, the Chief Executive confirmed that the Monitoring Officer role would be in addition to the current post held by the individual, and that support from within the organisation would be made available, as and when required.  He also clarified the role of the Monitoring Officer and the skills and qualities required, the experience of the individual proposed, and referred back to when he himself had first been appointed as Monitoring Officer.

Members spoke in support of the recommendation and the skills and qualities of the individual.  In response to further questions, the Chief Executive clarified that there was flexibility around working hours and referred to background knowledge already held by the individual from his current role, and the training that would be put in place if the Council agreed to the appointment. 

In respect of financial implications, it was suggested by the seconder that it could be seen to be a saving as the Council would not be calling on additional services from Mid Kent Legal Services. 

The Chief Executive also clarified that the individual was already a member of the Senior Management Team (SMT) but the appointment to this role would be extended that membership to include all four types of SMT meetings.  He also agreed that it would be useful for the statutory officers to meet to review after a period of time.

Resolved:

(1) That David Clifford be designated as the Monitoring Officer for the Council with effect from 1 October 2018.