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Agenda and minutes

Venue: Virtual Meetings - This meeting will be held virtually. Details of how to access the meeting on YouTube are contained in the meeting page, along with the agenda and papers.. View directions

Note: This meeting may be viewed on YouTube by highlighting, and opening, the following link: https://youtu.be/rCe25fMOMq8 

Items
No. Item

1.

Election of The Worshipful The Mayor of Dartford for the ensuing year and announcement of the Mayor's Escort and the Mayor's Chaplain

Minutes:

The outgoing Mayor, Councillor R S L Perfitt, invited Members to observe a minute’s silence in memory of the late Prince Philip, Duke of Edinburgh, and for all the friends and colleagues that had died since the last Annual Council meeting two years ago, including the Managing Director, Graham Harris, and also in memory of everyone who had died during the pandemic.

 

Following the minute’s silence the outgoing Mayor also passed on Member’s best wishes to those within the ‘Council family’ who were unwell or facing medical support and help, including Councillor Alina Gaskin.

 

The outgoing Mayor called for nominations for the election of the Mayor of Dartford for the 2021/22 Municipal Year.

 

The Leader of the Council, Councillor J A Kite MBE, nominated Councillor R M Currans to be elected as Mayor of the Borough of Dartford for the next Municipal Year.  The nomination was seconded by Councillor C J Shippam.

 

There being no further nominations Councillor R M Currans was duly elected the Worshipful the Mayor of the Borough of Dartford, for the 2021/22 Municipal Year.

 

Following her election, Councillor Currans read out her declaration of acceptance of office, which was witnessed by the Proper Officer, and received the Chain of Office.

 

THE WORSHIPFUL THE MAYOR

COUNCILLOR R M CURRANS IN THE CHAIR

 

The new Mayor thanked the Council for electing her as Mayor of the Borough for the forthcoming year.

 

The Mayor announced that Mrs Corinna Baily would be her Escort for the ensuing year and that she had appointed Reverend Kenneth Clark of St Mary the Virgin Church, Stone as her Personal Chaplain.

2.

Appointment of Deputy Mayor for the ensuing year and Announcement of the Deputy Mayoress

Minutes:

The Mayor announced that Councillor Paul Cutler would be Deputy Mayor of the Borough for the 2021/22 Municipal Year.

 

Councillor Cutler read out his declaration of acceptance of office, which was witnessed by the Proper Officer, and received the Chain of Office.  Councillor Cutler informed the meeting that his wife, Mrs Suzanne Cutler, would be his Deputy Mayoress.

3.

Vote of thanks to the retiring Mayor in respect of services rendered during the past year

Minutes:

The Mayor invited the Leader of the Council, Councillor J A Kite MBE to propose a vote of thanks to the retiring Mayor.

 

Councillor Kite firstly congratulated the newly elected Mayoral Party and wished them well in the forthcoming year. He thanked the new Mayor for her unstinting support to her predecessor in a uniquely challenging environment.

 

Councillor Kite congratulated the retiring Mayor and said that what he had missed in terms of saying his goodbyes had been made up for by his extended term in office. What had been expected to be a one year appointment had continued for two years in challenging circumstances, particularly for a Mayor who was very much a ‘people-person’ who would ordinarily have attended many events across the borough and who would have met many local residents. Councillor Perfitt had dealt with this with dedication and good humour. He particularly congratulated him for rising to the challenge of Chairing virtual meetings of the Council given his limited use of new technology and the frustrations that he would have endured from operating in this way. The way that Councillor Perfitt had carried out his Mayoral duties had contributed greatly to the way that the Council had been able to continue with its work during the past year. The Leader of the Council congratulated Councillor Perfitt, who had been a superb Mayor in difficult circumstances, and paid tribute to the support provided by the Mayoress, Mrs Stephanie Perfitt.

 

The vote of thanks was seconded by Councillor C J Shippam who echoed the sentiments expressed by the Leader of the Council and sent his best wishes to the new Mayor and her Escort, and to the Deputy Mayor and Deputy Mayoress for the coming year.

 

The Motion was put to the vote and it was

RESOLVED:

That sincere thanks and appreciation be accorded to Councillor R S L Perfitt for his outstanding service as Mayor during the past two years.

 

 

4.

Presentation of a Past Mayor's Badge

The outgoing Mayor will receive a Past Mayor’s badge.

Minutes:

The Mayor asked Councillor Perfitt to accept a Past Mayor’s badge, and bar, in recognition of his extended term of office as Mayor. Councillor Perfitt accepted his Past Mayor’s badge and put it on.

 

In accepting his Past Mayor’s badge Councillor Perfitt thanked Members for their ‘Vote of Thanks’.  He said that it would not have been possible for him to carry out his duties without the support of his wife Stephanie. He also thanked Mrs Margaret Gardiner and the Reverend Helen Reeves for their support and Councillor Currans for being a wonderful Deputy Mayor. He recorded his thanks to the Management PA’s and to Alan Twyman, Democratic Services Manager, for their assistance throughout his extended term of office.

 

 

5.

To receive any declarations of interest Members may wish to make

Minutes:

There were no declarations of interest.

6.

To receive apologies for absence

Minutes:

Apologies for absence were received from Councillors Barham, Brown, Garden and Gaskin.

7.

Confirmation of Minutes pdf icon PDF 282 KB

To confirm the minutes of the meeting of the General Assembly of the Council (Budget) held on 1st March 2021 as an accurate record.

 

Minutes:

The Leader of the Council expressed his shock and sadness at learning of Councillor Gaskin’s illness and her bravery in informing her constituents. He said that the Council would do everything that it could to support her and sent its best wishes for a full and speedy recovery.

 

It was moved by Councillor J A Kite MBE and seconded by Councillor C J Shippam and

 

                     RESOLVED:

 

That the minutes the General Assembly of the Council (Budget) meeting held on 1st March 2021 be confirmed an accurate record.

8.

To Note the On-going Appointments of the Leader and Deputy Leader of the Council

To note the ongoing appointment of Councillor J A Kite MBE as the Leader of the Council until the May 2023 (Annual Meeting) and the appointment of Councillor C J Shippam as Deputy Leader of the Council until the end of the term of office of the Leader of the Council.

Minutes:

The Mayor invited Members to note the ongoing appointments of Councillor J A Kite MBE and Councillor C J Shippam, respectively,  as the Leader of the Council and the Deputy Leader of the Council until the May 2023 Annual Meeting.

 

 

RESOLVED

 

1.    That the ongoing appointment of Councillor J A Kite MBE as Leader of the Council until the May 2023 Annual Meeting, unless he resigns from office, is no longer a councillor, is removed from office by a Council resolution or is otherwise disqualified by law, be noted; and

 

2.    That the ongoing appointment of Councillor C J Shippam as Deputy Leader of the Council until the May 2023 Annual Meeting, unless he resigns from office, is no longer a councillor, is removed from office by the Leader of the Council or is otherwise disqualified by law, be noted

 

9.

To note the Announcement of the Shadow Leader of the Council, Group Leaders and their Deputies

To note the announcement that Councillor S N Gosine will be the Shadow Leader of the Council and Councillor K J Grehan the Shadow Deputy Leader of the Council from the Labour and Co-Operative Party Group, and that Councillor S P Butterfill and Councillor A E D Barham, respectively, will be the Leader and Deputy Leader of The Independent Party Group.

Minutes:

The Mayor announced that Councillors S Gosine and K J Grehan of the Labour and Co-Operative Group would, respectively, hold the offices of Shadow Leader and Deputy Shadow Leader of the Council.

The Mayor further announced that Councillors S P Butterfill and A E D Barham would be the Leader and Deputy Leader respectively, of the Independent Party Group.

 

10.

To receive and note the size of the Cabinet and to allocate all executive functions to the Cabinet and determine the Terms of Reference of the Cabinet and to allocate all Executive Functions to the Cabinet and Determine the Terms of Reference of the Cabinet (Appendix A) pdf icon PDF 135 KB

Minutes:

The Leader of the Council congratulated the Leaders and Deputy Leaders of the Labour and Co-Operative Group and the Independent Group on the Council on their appointments. He hoped that the Groups would continue to work together positively and collaboratively in the future as they had done so throughout the pandemic.  

 

It was moved by Councillor J A Kite MBE, seconded by Councillor C J Shippam, and

 

     RESOLVED:

 

(1) That the size of the Cabinet be set at seven members;

 

(2) That functions be allocated to the Cabinet as a body with the Terms of    Reference set out in Appendix A to the agenda.

 

 

11.

To receive and note the appointment of Members to the Cabinet (Appendix B) pdf icon PDF 90 KB

Minutes:

The Mayor called upon the Leader of the Council to announce, in accordance with Section 11(3) (b) of the Local Government Act 2000, the membership of the Cabinet, their portfolios and other Lead Members.

The Leader advised that for the ensuing year, the Cabinet Members would be: Councillors J A Kite, C J Shippam, Mrs A D Allen, S H Brown, A R Lloyd, Mrs P A Thurlow and R J Wells with himself as Chairman and Councillor Shippam as Vice Chairman and with the portfolios set out in Appendix B to the agenda. In addition Councillor Shippam would take on responsibility, within the Cabinet, for matters relating to the Town Centre.

The Leader also advised that Cabinet would be supported by the Cabinet Delivery Teams with Lead Members as set out in Appendix B to the Agenda.

 

12.

To Receive and Note the Establishment of the Deed, Trust and Obligations Committee under the Local Government Act 2000, its membership, functions and terms of reference (Appendix C) pdf icon PDF 200 KB

Minutes:

It was moved by Councillor J A Kite MBE, seconded by Councillor C J Shippam, and

 

RESOLVED:

 

That the Deed, Trust and Obligations Committee be established under the provisions of the Local Government Act 2000 and that the appointments as to membership, and the appointment of the Chairman and Vice-Chairman and the Terms of Reference, be as set out in AppendixC to the agenda. 

 

 

13.

To Note the Appointment of the Head of Paid Service, Chief Finance Officer and the Monitoring Officer

To note the appointment of Mrs Sarah Jane Martin as the Head of Paid Service (pursuant to Section 4 of the Local Government and Housing Act 1989), Mr Tim Sams as the Chief Finance Officer (pursuant to Section 151 of the Local Government Act 1972) and Mrs Sheralyn Ann Green as the Monitoring Officer (pursuant to Section 5 of the Local Government and Housing Act 1989). To note that Mrs Marie Kelly-Stone will become the Council’s Monitoring Officer upon the retirement of Mrs Green.

Minutes:

The Mayor advised Members that Mrs Sarah Jane Martin would be the Head of Paid Service, Mr Tim Sams would be the Chief Finance Officer and that Mrs Sheralyn Ann Green would be the Monitoring Officer for the ensuing year. Mrs Marie Kelly-Stone would assume the position of Monitoring Officer upon Mrs Green’s retirement.

 

The Council recorded its appreciation to Mrs Green, Strategic Director (External Services), for her years of dedicated service and wished her a long and happy retirement.

14.

Mayor's Announcements

Minutes:

The Mayor sent her prayers to Her Majesty the Queen, on her recent bereavement, and to everyone who had lost loved-ones or friends during the past year.

 

She informed the Council that she had chosen three charities to support during the coming year:

 

Arrow Riding Centre for the Disabled - which teaches horse riding up to Paralympic dressage standards for adults and children from special needs schools in the area;

 

Healthy Living Centre - which delivers and facilitates extensive services and activities across the borough by supporting communities to become stronger and more resilient; and

 

Home-Start - a Dartford-based family support charity which provides a service for vulnerable isolated families with pre-school children. Trained volunteers from all backgrounds visit families in their charge as well as keeping in touch at other times as needed.

 

The charities had been selected as they were all based in Dartford and provided services for local people.

 

15.

To confirm the Size and Membership of the Political Groups on the Council (Appendix D) pdf icon PDF 89 KB

Minutes:

The details of the size and membership of political groups formed by Members of the Council were presented.  The Political Groups on the Council comprise the Dartford Borough Council Conservative Group (27), the Labour and Co-Operative Group (9) and the Independent Party Group (2).

 

There were two non-grouped Members, respectively representing the Green Party and the Swanscombe and Greenhithe Residents’ Association. There were currently two vacancies on the Council to be filled following by-elections on 6 May 2021.

 

          RESOLVED:

 

That the size and membership of political groups formed by members of the Council, attached at Appendix D to the agenda, be noted.

 

16.

To adopt the Rules for Substitution for Committees, Sub-Committees, Boards and Panels (Appendix E) pdf icon PDF 190 KB

Minutes:

It was moved by Councillor J A Kite, seconded by Councillor C J Shippam and;

 

     RESOLVED:

 

That the Rules for Substitution on Standing Committees, Boards and Panels, set out in Appendix E be adopted.

 

17.

To announce the structure of the Labour and Co-Operative Party Group on the Council and the allocations/distribution of responsibilities (Appendix F) pdf icon PDF 9 KB

Minutes:

The Mayor announced that the structure of the Labour and Co-Operative Group and the allocation/distribution of responsibilities would be as set out in Appendix F to the agenda

 

18.

To consider and agree the Terms of Reference for the General Assembly of the Council (Appendix G) pdf icon PDF 236 KB

Minutes:

It was moved by Councillor J A Kite seconded by Councillor C J Shippam, and

 

      RESOLVED:

That the terms of reference for the General Assembly of the Council, set out in Appendix G to the agenda, be agreed.

 

 

19.

To consider and establish Committees, Sub-committees, Boards, Panels and other bodies, appoint representatives to other bodies and determine the Terms of Reference of and Delegations to such Committees, Boards, Panels and other bodies, as set out in the relevant Appendices (Appendices H(i) to V) pdf icon PDF 111 KB

(a)    To note the review of the representation of the political groups on Standing Committees, Boards and Panels (as it affects the Council) and other “bodies” within the meaning of the Local Government and Housing Act 1989 and the Local Government (Committees and Political Groups) Regulations 1990 as set out in Appendix H(i) in accordance with the principles detailed in Appendix H(ii).

 

(b)     To adopt the Licensing Committee and its Sub-committee respectively under Section 102(1)(a) of the Local Government Act 1972 and the Licensing Act 2003, to adopt other Committees, Sub-committees, Boards and Panels under Section 102(1)(a) of the Local Government Act 1972 and, as applicable, the Local Government Act 2000, and to note the appointments to membership made in accordance with the wishes of the political groups on the Council and the appointments of Chairmen and Vice-Chairmen, as set out in the relevant Appendices.

 

(c)     To adopt the Cabinet Advisory Panels and note the appointments to membership made in accordance with the wishes of the political groups on the Council, as set out in the relevant Appendices.

 

(d)    To adopt the Joint Transportation Board as a non-statutory forum and note the appointments to membership made in accordance with the wishes of the political groups on the Council, as set out in the relevant Appendices.

 

(e)  To agree the Terms of Reference and Delegations for Committees,      Sub-committees, Boards and Panels as set out in the relevant Appendices.

 

 

 

Additional documents:

Minutes:

It was moved by Councillor J A Kite MBE, seconded by Councillor C J Shippam, and

         

          RESOLVED:

 

(a) That the review of the representation of the political groups on Standing Committees, Boards and Panels (as it affects the Council) and other "bodies" within the meaning of the Local Government and Housing Act 1989 and the Local Government (Committees and Political Groups) Regulations 1990, as set out in Appendix H(i) to the agenda in accordance with the principles detailed at Appendix H(ii) to the agenda, be noted 

(b)  That the adoption of the Licensing Committee and its sub Committee respectively under Section 102(1)(a) of the Local Government Act 1972 and the Licensing Act 2003 and the adoption of other Committees, Sub-committees, Boards and Panels under Section 102(1)(a) of the Local Government Act 1972 and as applicable the Local Government Act 2000 and the appointments to membership made in accordance with the wishes of the political groups on the Council and the appointments of Chairmen and Vice-Chairmen, set out in Appendices I to T to the agenda, be agreed. 

(c) That the adoption of the Cabinet Advisory Panels and the appointments to membership made in accordance with the wishes of the political groups on the Council set out in Appendix U to the agenda be noted.

(d) That the adoption of the Joint Transportation Board as a non-statutory forum and the appointments to membership made in accordance with the wishes of the political groups on the Council set out in Appendix V to the agenda be agreed. 

(e) That the Terms of Reference and Delegations for Committees sub -committees Boards and Panels as set out in Appendices I to V, be agreed.

 

20.

To agree the Calendar of Council and Committee Meetings for 2021/22 and to note the Provisional Calendar for 2022/23 (Appendix W) pdf icon PDF 73 KB

Additional documents:

Minutes:

It was moved by Councillor J A Kite, seconded by Councillor C J Shippam, and

 

          RESOLVED:

 

That the dates and times of Council and Committee meetings for 2021/22 and the provisional Calendar of meetings for 2022/23, set out in Appendix W to the agenda, be agreed.

 

21.

To note the appointments of Councillor representatives by external bodies, and to outside bodies where the term of office exceeds one year (Appendix X) pdf icon PDF 92 KB

Minutes:

It was moved by Councillor J A Kite, seconded by Councillor C J Shippam, and

 

            RESOLVED:

 

That the appointments of Councillor Representatives to outside bodies for a term exceeding one year, as set out in Appendix X to the Agenda, be noted.

 

22.

To appoint Councillors to Outside Bodies and to Liaison Groups (Appendices Y and Z) pdf icon PDF 107 KB

Additional documents:

Minutes:

It was moved by Councillor J A Kite MBE, seconded by Councillor C J Shippam, and

 

          RESOLVED:

 

(1) That the appointments of Councillor representatives to outside bodies for 2021/22, set out in Appendix Y, to the agenda be adopted; and

 

(2) That the appointments of Councillor representatives to liaison groups for 2021/22, set out in Appendix Z to the agenda, be adopted.

 

 

23.

Closing Remarks

Minutes:

The Leader of the Council reminded Members that 2020/21 had been a highly unusual year and that the Annual Council meeting, the first to be held in two years and to take place remotely, reflected this. It had been necessary to strip-out the traditional ceremonial and civic celebration of the Council’s endeavours to focus on items necessary for the continuation of core governance. He announced that it was intended to hold a public event, once it was safe to do so, possibly in Central Park, to provide an opportunity for civic celebration. This would not only involve the new Mayor and Deputy Mayor and their families, but also the outgoing Mayor, Members and their guests and members of the public. It would celebrate the coming-together of local people as a united community.