Agenda and draft minutes

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Items
No. Item

9.

Minutes pdf icon PDF 60 KB

To agree the Minutes of the meeting of the Committee held on 11 July 2024, as a correct record.

 

Minutes:

Resolved: That the minutes of the Governance Committee meeting held on the 11 July 2024 be approved and signed by the Chairman as a correct record.

10.

Declarations of Interest

Any interest not already registered

Minutes:

There were none.

11.

Actions from the previous meeting (if any)

Minutes:

There were none.

CHANGE IN ORDER OF AGENDA ITEMS

With the agreement of the Committee, the Chairman brought forward consideration Item 6 – Work Plan.

 

12.

Work Plan pdf icon PDF 37 KB

Minutes:

The work plan was noted.

13.

Electoral Review - Consultation on Warding Patterns pdf icon PDF 52 KB

Minutes:

The Assistant Chief Executive presented the report which confirmed the Local Government Boundary Commission for England (LGBCE) was undertaking an electoral review of the Sevenoaks district during 2024 and 2025. The report updated Members on the progress of the review. It also set out that the Governance Committee Working Group would provide an update on the development of warding patterns, to take effect from the next scheduled District Council elections in May 2027. On the 22 October 2024 the LGBCE launched an eight week consultation period on warding patterns which was the first consultation stage of the review and submissions would need to be made by the 20 January 2025.

 

It was explained that there were three criteria that the LGBCE took into account; they were electoral equality (plus or minus 10%), community identity and interest, and proposals must be convenient and effective for local government. A working group had been reconstituted in July to advise the Committee for the duration of the review. Draft ward patterns would be announced by the LGBCE after the 15 April 2025 and then a further consultation would follow.

 

The Chairman of the Working Group stated it was challenging to collate data to meet the three criteria. There were delays from the outset as the LGBCE technical guidance was incorrect. This was raised with the LGBCE and an amount of time was taken to obtain the correct guidance. Once this was rectified, it was apparent some of the wards were not appropriate however, alternative options had limited community identity.

 

He clarified that if there had been no recommendation to change the number of councillors, seven out of twenty-six wards would be out of variance, meaning the size of the ward was either too large or too small. With the recommended changes, eighteen out of twenty-six wards would be out of variance and cutting the number of Councillors for some wards would not resolve this. The revised figure to deliver electoral equality for 48 Councillors would be 1,987 electors per Councillor and this would require ward boundary changes. The LGBCE was strict on variants and it was highlighted a 10.1% difference was unlikely to be accepted.

 

The Chairman of the Working Group advised that feedback from the group had been received. Two members felt that the information provided was at too short notice and they could not comment on it. However, other Members were happy and provided feedback regarding Dunton Green and Riverhead, some ward names would need to be reconsidered. The Chairman of the working group advised that the guidance provided for ward names was that they should be as brief as possible. This created difficulties as not all communities would be officially recognised.

 

The Assistant Chief Executive presented the Committee with maps of the boundaries. At 14:25 the Committee adjourned to allow time to review the map.

 

At 14:40 the meeting reconvened.

 

Members discussed the information that was provided and asked questions of clarification with a focus on population forecasts. It was explained  ...  view the full minutes text for item 13.

14.

Review of Polling Districts, Polling Places & Polling Stations pdf icon PDF 62 KB

Additional documents:

Minutes:

The Assistant Chief Executive presented the report which explained the Council had conducted a statutory review and consultation of the polling districts and polling places within the District. It was explained it was a legal requirement to undertake and conclude the review by determining the geographical polling districts and agreeing to the locations of polling places. It was clarified that there were no proposed changes to the polling districts.

 

Members asked questions with a focus on the suitability of the polling station locations and the climate change impact. It was explained that unfortunately, the Council was limited for appropriate locations. Requests had been sent to local schools however these were politely rejected predominantly on child safety grounds and lack of capacity. Mobile polling stations were a last resort as they were costly and would not provide the necessary amenities for staff and voters. It was recognised that joint polling stations could increase traffic to the polling station areas. It was noted the joint polling station locations were the most suitable, available for the polling area.

 

With regards to climate change impact, Members clarified that they would prefer polling stations to support sustainable travel but should also include car parking where possible. The Assistant Chief Executive noted the comments and clarified they did not hold the climate change impact data for traveling to polling stations.

 

Resolved: That it be recommended to Council that the proposed polling places, set out in Appendix F, be approved.

 

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