Minutes Template



Democracy Committee


Minutes of the meeting held on Wednesday 10 January 2018



Councillor Newton (Chairman), and

Councillors English, Fermor, Fissenden, Garten, Perry, Mrs Ring and Vizzard






57.        Apologies for Absence


Apologies for absence were received from Councillors Boughton, Mrs Hinder and Lewins.



58.        Notification of Substitute Members


The following Substitute Members were noted:-


Councillor English was substituting for Councillor Lewins

Councillor Garten was substituting for Councillor Boughton



59.        Urgent Items


There were no urgent items.



60.        Notification of Visiting Members


There were no Visiting Members.



61.        Disclosures by Members and Officers


There were no disclosures by Members and Officers.



62.        Disclosures of Lobbying


Councillor English stated that he had been lobbied on Agenda Item 13 – Review of Outside Bodies and Agenda Item 14 – Nominations to Outside Body – Upper Medway Internal Drainage Board.




63.        Exempt Items


RESOLVED:  That the items on the agenda should be taken in public as proposed.




64.        Minutes of the Meeting Held on 14 December 2017


RESOLVED:   That the minutes of the meeting held on 14 December 2017 be approved as a correct record and signed.



65.        Presentation of Petitions


There were no petitions.



66.        Questions and answer session for members of the public


There were no questions from members of the public.



67.        Committee Work Programme


The Committee considered the Committee Work Programme.


RESOLVED:  That the Committee Work Programme be noted.



68.        Community Governance Reviews


The Committee considered the report of Mrs Angela Woodhouse, the Head of Policy, Communications and Governance, which followed a request by Members to provide further information on conducting a community governance review.


Mrs Woodhouse confirmed that there had been no requests from Parishes or Councillors for the Council to undertake a review.


Following a question from a Member, Mrs Woodhouse advised that should a community governance review be undertaken there would be significant cost implications as a consultation would need to be undertaken with every household affected.


Members made the following comments:-


·         If there was a mood for change then it should come from the bottom up.

·         The cost implications were significant.

·         There was not an appetite for any changes to be made at this time.

RESOLVED:  That no further action be taken to undertake a review.


Voting:  For:  7  Against:  1  Abstentions:  0




69.        Review of Outside Bodies - Update


The Committee considered the report of Mrs Angela Woodhouse, the Head of Policy, Communications and Governance which provided further information on a number of outside bodies that Members had asked to reconsider.


Councillor Vizzard declared that he was a Parish Council representative on the Medway Valley Line Steering Group which was one of the outside bodies to be considered at the meeting.


In response to Members’ comments, the Committee noted that the decision to be made related only to the four outside bodies on the papers and that the criteria should be applied as before in considering whether to retain or delete these outside bodies.  


Mrs Patricia Narebor, the Head of Legal Partnership advised Members that if they were to revisit the original recommendations it would compromise the process of the Committee.   She concluded that it was for the Committee to make a decision on just the four outside bodies listed in the report.


Councillor Mrs Ring asked for her dissent to be noted in regard to this.


RESOLVED:  That it be Recommended to Council that the following outside bodies be retained:-


1.           Collis Millennium Green Trust

Voting:  For:  5  Against:  0  Abstentions:  3

2.           Medway Valley Line Steering Group

Voting:  For:  4  Against:  0  Abstentions: 3

3.           Kent Community Rail Partnership

Voting:  For:  5  Against:  0  Abstentions:  3

4.           Quality Bus Partnership

Voting:  For:  5  Against:  0  Abstentions:  3




70.        Nominations to Outside Body - Upper Medway Internal Drainage Board


The Committee considered the report of Mrs Caroline Matthews, the Democratic Services Officer which requested that the nominations received for the two vacant positions on the Upper Medway Internal Drainage Board be considered.


Mrs Matthews advised that two nominations had been received which were from Councillors Harper and Round.


RESOLVED:  That the following appointments be made to the Upper Medway Internal Drainage Board:-


1.           Councillor Round

Voting:  For:  unanimous

2.           Councillor Harper

Voting:  For:  7  Against:  0  Abstentions:  1



71.        Duration of Meeting


6.30 p.m. to 7.30 p.m.