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 Reitring Mayor outlined the emergency evacuation procedure.

To approve the Minutes of the Annual Council Meeting held on 26 May 2021 (Minute Nos. 1 - 14), the Minutes of the Full Council meeting held on 30^th March 2022 and the Minutes of the Extraordinary Council meeting held on 27^th April 20221 as correct records.

The Minutes of the Annual Council meeting held on 26 May 2021 (Minute Nos. 1 - 14), the Full Council meeting held on 30 March 2022 (Minute Nos. 732 – 741) and of the Extraordinary Council meeting held on 27 April 2022 (Minute Nos. 766 – 770) were taken as read, approved and signed by the Retiring Mayor as correct records.

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 Interest (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.

Councillors Ben J Martin, Hannah Perkin, Julian Saunders and Tim Valentine declared a non-pecuniary interest on item 11 as they all sat as trustees on Bensted’s Charity.

To confirm the appointment of Councillor Simon Clark as Mayor for the civic year 2022/23.

The retiring Mayor advised that the decision to appoint a Mayor elect had been taken at the Council meeting held on 24 February 2022, where it was resolved that Councillor Simon Clark be elected Mayor for the civic year 2022/23.

Councillor Roger Truelove gave a speech to support the decision to elect Councillor Simon Clark as Mayor, and Councillor Angela Harrison spoke to endorse the decision.

The Mayor read and signed his Declaration of Acceptance of Office and he was presented with the badge of office. 

The Mayor will outline the forthcoming Mayoral Year.

The Mayor thanked Members for his election and spoke of how proud his parents would have been to see him represent the Borough as Mayor.  He said he had represented the Borough with pride and dignity as Deputy Mayor.

The Mayor said he would chair Full Council with fairness and good grace and he advised that his chosen charities would be Porchlight and Livewell Kent.  He thanked and praised the retiring Mayor.

A vote of thanks will be given to the retiring Mayor, Councillor Paul Stephen.

The retiring Mayor is invited to say a few words about their term as Mayor.

The Leader, Councillor Mike Baldock, proposed and the Deputy Leader, Councillor Monique Bonney seconded a vote of thanks to the retiring Mayor, Councillor Paul Stephen.  Councillor Paul Stephen was presented with a Civic shield and scroll, a past Mayor’s badge and mementoes of his term of office, and Councillor Sarah Stephen was presented with flowers.

Councillor Paul Stephen gave a speech in response, thanking Democratic Services, Legal Services and Councillor Sarah Stephen.  He spoke of the challenges faced in chairing Council meetings remotely during the Covid-19 Pandemic and how many of his mayoral duties during the first 18 months of his term were carried out remotely.  Councillor Stephen explained that once he was able to meet the public of Swale in person, he took the opportunity to meet as many as he could, and he had supported many great organisations and charities including MS Swale and Citizens Advice Swale, who he would continue to support. Finally, he welcomed Councillor Simon Clark into his role as Mayor of Swale and wished him well for his mayoral year.

To confirm the appointment of Councillor Sarah Stephen as Deputy Mayor for the civic year 2022/23.

The Mayor advised that the decision to appoint a Deputy Mayor elect had been taken at the Council meeting held on 24 February 2022, where it was resolved that Councillor Sarah Stephen be elected Deputy Mayor for the civic year 2022/23.

The Leader gave a short speech in support of Councillor Sarah Stephen’s appointment and this was seconded by the Deputy Leader.

The Deputy Mayor read out and signed her Declaration of Acceptance of Office and was presented with her badge of office.

To agree the Council’s Committees and their terms of reference.

Report and Appendix I published 18 May 2022.

The Leader introduced the report which asked the Council to establish the Committees of the Council for the Municipal Year 2022/23, and to agree their terms of reference.

The Leader proposed the recommendation which was seconded by the Leader of the main opposition group.

In response to a question from a Member, the Leader confirmed that the Constitution was a living document which could have further amendments.

Resolved:

(1)  That the Committees of the Council and Terms of Reference as set out in Appendix I to the report be agreed for the Municipal Year 2022/23.

Report, Appendix I Political Balance, Appendix II Membership of Council Committees and Appendix III Membership of Swale Joint Transportation Board published 18 May 2022.

The Leader introduced the report and proposed the recommendations which were seconded by the Deputy Leader.

During the discussion, Councillor Peter MacDonald withdrew as a nominated member of the Swale Joint Transportation Board and the number of seats were therefore not contested.

Resolved:

(1)  That the political balance calculation as set out in Appendix I to the report be agreed.

(2)  That the allocation of seats to Committees, in accordance with the wishes of Group Leaders, as set out in Appendix I to these minutes be agreed.

(3)  That Group’s nominations for Swale’s membership of the Joint Transportation Board as set out in Appendix II to these minutes be agreed.

To confirm Borough Council’s nominations to outside bodes and trusts administered by Swale Borough Council and statutory bodies.

Report and Appendix published 18 May 2022.

The Leader introduced the report which set out the nominations received to Outside Bodies and Trusts administered by Swale Borough Council and statutory bodies.  He proposed the recommendations which were seconded by the Deputy Leader. 

A Member raised a query on the Kent and Medway Health and Wellbeing Board nomination.  It was agreed that further research on this would be carried out and reported back to Council.

Councillor David Simmons spoke in support of Honorary Alderman Anita Walker’s work on the Bensted’s Charity.

Councillor Roger Truelove drew attention that Councillor Ken Rowles had been nominated for the Lower Medway Internal Drainage Board, not the Oare Gunpowder Works Advisory Group as set out on Appendix I to the report.

The Mayor explained the voting procedure in respect of those outside bodies that had more nominations than seats as below:

·         Action with Communities in Rural Kent;

·         Bensted’s Charity;

·         Citizen’s Advice Services Swale (formerly CAB);

·         Council for Voluntary Services (CVS);

·         Lower Medway Internal Drainage Board;

·         Medway Maritime Hospital;

·         Oare Gunpowder Works Advisory Group;

·         Optivo Kent General Panel;

·         Police and Crime Panel;

·         Sheppey Matters; and

·         West Faversham Community Association.

During the discussion, Councillors Cameron Beart, Lloyd Bowen, James Hunt and Alan Horton withdrew from being nominated for the Lower Medway Internal Drainage Board and Councillor Lloyd Bowen withdrew from being nominated for Oare Gunpowder Works, and the seats on those boards were therefore uncontested.

Upon being put to the vote, the Mayor announced the results.  The complete list of outside body appointments are attached as Appendix III to these Minutes.

Resolved:

(1)  That the Borough Council nominations on outside bodies and trust administered by Swale Borough Council and statutory bodies be as set out in Appendix III to these minutes.

To agree the timetable of meetings in the municipal year 2022/23.

Report and Appendix I published 18 May 2022.

The Leader proposed the recommendation which was seconded by the Leader of the main opposition Group.

Members debated the timetable and drew attention that whilst there was flexibility, some meetings that were scheduled immediately after the Borough elections in 2023 should be removed from the timetable.

Councillor Mike Henderson proposed the following amendment to the recommendation:

“That Council agrees the programme of meetings set out in Appendix I to this report with the exception of meetings scheduled for 2 and 3 May 2023.” 

The amendment was seconded by Councillor Mike Whiting who proposed a further amendment:

“That Council agrees the programme of meetings set out in Appendix I to this report with the exception for meetings scheduled for 2, 3, 9 and 11 May 2023.”

This amendment was seconded by the Deputy Leader and accepted by Councillor Henderson as an amendment to his original amendment.

On being put to the vote, Members agreed the amended recommendation.

Resolved:

(1)  That Council agree the programme of meetings for 2022/23 Municipal Year as set out in Appendix I, subject to the removal of meetings scheduled for 2, 3, 9 and 11 May 2023.