Annual General Meeting, Council - Wednesday, 17th May, 2023 6.00 pm

Venue: Council Chamber - Council Offices. View directions

Contact: Emma Denny  Email:

No. Item


Outgoing Chairman's Communications and Announcements

To receive the outgoing Chairman’s communications and announcements.


Cheques will also be presented to the two following charities, which were nominated by the Chairman during their year in office:


-        MAP – represented by James Chaplain

-        Priscilla Bacon Hospice –represented by Hugo Stevenson


Election of Chairman

To elect a Chairman of the Council for the ensuing year.


Incoming Chairman's Communications

To receive the incoming Chairman’s communications.


Election of Vice-Chairman

To elect a Vice-Chairman of the Council for the ensuing year.


Vote of thanks to the retiring Chairman and Vice-Chairman and their consorts


Apologies for Absence

To receive apologies for absence, if any.



Members are asked at this stage to declare any interests that they may have in any of the following items on the agenda.  The Code of Conduct for Members requires that declarations include the nature of the interest and whether it is a disclosable pecuniary interest (see attached guidance and flowchart)


Items of Urgent Business

To determine any other items of business which the Chairman decides should be considered as a matter of urgency pursuant to Section 100B (4)(b) of the Local Government Act 1972.


Election of the Leader of the Council

To elect the Leader of the Council, who shall also be the Chairman of the Cabinet.


Announcements from the Leader of the Council

To receive any announcements from the Leader of the Council.


Report on appointment of members of the Cabinet

The Leader will report to Full Council on all appointments to Cabinet (including the Deputy Leader).


Report on appointment of the Leader of the Opposition

To report to Full Council on the appointment of the Leader of the main Opposition Group.


To establish the Political Balance of the Council and the allocation of seats to Committees, Sub-committees, Working Parties & Panels pdf icon PDF 99 KB

Executive Summary

Following the District Council elections on 4th May 2023, the Council is required to review and approve the allocation of seats on committees, sub committees and working parties to reflect the political balance of the Council, in accordance with Section 15 of the Local Government and Housing Act 1989 and regulations made thereunder.



Options considered


Any alternative options for the allocation of committee seats are set out in the accompanying appendix.



Group Leaders are consulted with in advance of the Annual General Meeting of Full Council. They are advised of any recommended allocations and then agree and final decisions prior to the meeting.




  1. That Council approves the political balance calculation as per section 3.1 of this report
  2. That Council approves the allocation of seats to political groups as shown at Appendix A
  3. That following the Annual Meeting of Council, any subsequent appointments to Committees be delegated to the Group Leaders.

Reasons for recommendations


To ensure that the allocation of seats to committees, sub-committees, working parties and panels reflects the political balance of the Council, following the District Council election on 4th May 2023.


Background papers





Wards affected

All wards

Contact Officer

Emma Denny, Democratic Services Manager,




Additional documents:


Appointment of Members and Substitutes to Committees, Sub-Committees, Working Parties and pdf icon PDF 37 KB

Agenda Note:


If the Council is to approve alternative arrangements for appointments to a committee other than those required by law on political balance, it must be without any member voting against them.


There is no substitution permitted on Cabinet. Members are also reminded of the requirement for committee members and substitutes on Development Committee and members of the Licensing Committee (Regulatory and Premises & Gambling) to have undertaken the required training.




To appoint members and substitutes to Committees, sub-committees, Working Parties and Panels as outlined in Appendix B.




Appointment of Chairmen and Vice-Chairmen to Committees pdf icon PDF 96 KB



1.    To appoint Chairman and Vice-Chairmen to Committees and Council Working Parties for 2023/2024

2.    To note the appointment of Chairmen and Vice-Chairmen of Executive (Cabinet) sub-committees and Working Parties


Please note - Chairmen and Vice-chairmen of Executive sub-committees and working parties are not Council appointments and are therefore provided for noting only.


Appointment of Members to Outside Bodies pdf icon PDF 216 KB



1.    To approve Council appointments to Outside Bodies and Joint Committees

2.    To note the Executive appointments to Outside Bodies and Joint Committees


Please note – some appointments to Outside Bodies are Executive (Cabinet) not Full Council appointments and are therefore provided for noting only

Additional documents:


Exclusion of Press and Public

To pass the following resolution – if necessary:


“That under Section 100A(4) of the Local Government Act 1972 the press and public be excluded from the meeting for the following item(s) of business on the grounds that they involve the likely disclosure of exempt information as defined in paragraph(s) _ of Part 1 of Schedule 12A (as amended) to the Act.”


Private Business