Agenda and draft minutes

The Chairperson welcomed everyone to the meeting and went through some general housekeeping arrangements for the meeting.

To elect the Chairperson of the Maldon District Council for the ensuing municipal year.

The Chairperson called for nominations for Chairperson of the Maldon District Council for the ensuing Municipal Year to May 2025.

It was proposed by Councillor W Stamp and seconded by Councillor R H Siddall that Councillor K M H Lagan be elected as Chairperson of the Maldon District Council for the ensuing Municipal Year.

There being no other nominations it was:

RESOLVED that Councillor K M H Lagan be elected as Chairperson of the Maldon District Council for the ensuing Municipal Year to May 2026.

Chairperson to make the Statutory Declaration of Acceptance of Office.

Councillor K M H Lagan made the Statutory Declaration of Acceptance of the Office of the Chairperson of the Council.

To appoint the Vice-Chairperson of the Maldon District Council for the ensuing municipal year.

The Chairperson called for nominations for the position of Vice-Chairperson of the Maldon District Council for the Municipal Year to May 2026.

It was proposed by Councillor J C Stilts and seconded by Councillor W Stamp that Councillor R Pratt be elected as Vice-Chairperson of the Council.

There being no other nominations it was:

RESOLVED that Councillor R Pratt be elected as Vice-Chairperson of the Maldon District Council for the Municipal Year to May 2026.

Vice-Chairperson to make the Statutory Declaration of Acceptance of Office.

Councillor R Pratt made the Statutory Declaration of Acceptance of the Office of Vice-Chairman of the Council.

An apology for absence was received from Councillor S White.

To confirm the Minutes of the meeting of the Council held on 3 April 2025 (copy enclosed).

RESOLVED that the Minutes of the meeting of the Council held on 3 April 2025 be received and adopted.

To disclose the existence and nature of any Disclosable Pecuniary Interests, Other Registrable interests and Non-Registrable Interests relating to items of business on the agenda having regard to paragraph 9 and Appendix B of the Code of Conduct for Members.

(Members are reminded that they are also required to disclose any such interests as soon as they become aware should the need arise throughout the meeting).

There were none.

To receive questions from members of the public, of which prior notification in writing has been received (no later than noon two clear working days before the day of the Council meeting).

There were none.

The Chairperson advised that he would be suspending Procedure Rule 4(8)3 the requirement to stand in the chamber when addressing the Chairperson.

The Chairperson referred to the recent VE (Victory in Europe) commemorations and thanked everyone involved both at the Promenade Park event and others held across the Parishes and District.

The Chairperson informed Members that the previous week Councillor W Stamp had received an award from the High Sheriff of Essex in recognition of her great and valuable work to the community. He offered his congratulations to Councillor Stamp and commented how well deserved it was.

To note that since the last meeting of the Council, up until Wednesday 7 May 2025 (Council agenda dispatch) the following Committees have met, and to receive any questions in accordance with Council and Committee Procedure Rule 6 (2).

The Council noted the list of Committees that had met before and since the last meeting of the Council, up until Wednesday 7 May 2025 for which Minutes had been published.

There were none.

(i)              To consider the report of the Head of Paid Service on the Leaders and composition of each political group (copy to follow).

(ii)             The Council to consider the ratification of the Leader-designate as Leader or to elect the Leader of the Council.

(iii)            To elect the Deputy Leader of the Council.

The Council considered the report of the Chief Executive, tabled at the meeting. As required by the Local Government and Housing Act 1989, the Head of Paid Service had been notified that the composition of the political Groups on the Council was as follows:

In accordance with the Council’s Constitution, Councillor S J N Morgan was therefore recognised as Leader-designate. At this point, Councillor Morgan advised that there was no nomination for Leader of the Council from the Conservative Group.

The Chairperson therefore called for nominations for the position of Leader of the Council. Councillor M G Bassenger nominated Councillor R H Siddall, and this was duly seconded by Councillor E L Stephens.

There being no other nominations, the Chairperson declared that Councillor R H Siddall was duly elected as Leader of the Council.

The Chairperson then moved to recommendation (ii) as set out in the report and sought nominations for Deputy Leader of the Council. Councillor R H Siddall proposed Councillor M G Bassenger, and this was duly seconded by Councillor W Stamp.

There being no other nominations, the Chairperson declared that Councillor M G Bassenger was duly elected as Deputy Leader of the Council.

The Chairperson advised that the Council that it now had three Opposition Groups and proposed that the Council recognise that there would be three Opposition Group Leaders, as previously decided by the Council. This was duly seconded and agreed.

RESOLVED

(i)             that Councillor R H Siddall be elected as Leader of the Council for the ensuing Municipal Year;

(ii)            that Councillor M G Bassenger be elected as Deputy Leader of the Council for the ensuing Municipal Year;

(iii)           that the Council recognises three Opposition Group Leaders.

To appoint Members to serve on Committees, as required by Procedure Rule 15. (Report of the Chief Executive on the nominations of the Leaders of all Groups to the places allocated to their respective Groups, copy to follow).

The Council considered the report of the Chief Executive, circulated prior to the meeting, to appoint serving Members to Committees for the Municipal year to May 2026.

At this point the Chairperson reminded Members that membership of the Appointments Board would be considered following the appointment of Committee Chairpersons and Vice-Chairpersons.

The Leader of the Council presented the report and highlighted a number of Committees to which the Council would need to nominate and appoint non-aligned Councillors. He explained that a seat on the Strategy and Resources Committee had been left vacant so it would be available to the incoming District Councillor, once appointed. Members were advised that no political group had a majority of 51% and therefore could not request a majority on each Committee.

The Leader moved recommendation (i) which was duly seconded and agreed by assent. He then proposed the following non-aligned Member nominations, which were duly seconded.

During the nomination of non-aligned Councillors to the Joint Standards Committee, Councillor A S Fluker was nominated but declined the nomination.

The Leader put the above non-aligned nominations to the Council, and these were duly agreed.

The Chairperson moved recommendation (iii). At this point Councillor M E Thompson sought clarification on whether as the current District Planning Committee chairperson she had a pecuniary interest in this matter of business. It was clarified that she did not. The recommendation was duly seconded and agreed.

RESOLVED

(i)             That the Membership of the Committees of the Council, including non-aligned Members (as set out below), be agreed:

To adjourn the meeting to allow Committees of the Council and the Area Planning Committees to proceed to elect Chairperson and Vice-Chairperson.

Special Meeting of the Performance, Governance and Audit Committee

(a)        To elect a Chairperson of the Committee for the ensuing Municipal Year

(b)        To appoint a Vice-Chairperson of the Committee for the ensuing Municipal Year

To be followed by:-

Special Meeting of the Strategy and Resources Committee

(a)        To elect a Chairperson of the Committee for the ensuing Municipal Year

(b)        To appoint a Vice-Chairperson of the Committee for the ensuing Municipal Year

To be followed by:-

Special Meeting of the Licensing Committee

(a)        To elect a Chairperson of the Committee for the ensuing Municipal Year

(b)        To appoint a Vice-Chairperson of the Committee for the ensuing Municipal Year

To be followed by:-

Special Meeting of the Overview and Scrutiny Committee

(a)        To elect a Chairperson of the Committee for the ensuing Municipal Year

(b)        To appoint a Vice-Chairperson of the Committee for the ensuing Municipal Year

To be followed by:-

Special Meeting of the Joint Standards Committee

(a)        To elect a Chairperson of the Committee for the ensuing Municipal Year

(b)        To appoint a Vice-Chairperson of the Committee for the ensuing Municipal Year

To be followed by:-

Special Meeting of the Investigating and Disciplinary Committee

(a)        To elect a Chairperson of the Committee for the ensuing Municipal Year

(b)        To appoint a Vice-Chairperson of the Committee for the ensuing Municipal Year

*To be followed by:-

Special Meeting of the District Planning Committee

(a)        To elect a Chairperson of the Committee for the ensuing Municipal Year

(b)        To appoint a Vice-Chairperson of the Committee for the ensuing Municipal Year

To be followed by:-

Special Meeting of the Central Area Planning Committee

(a)        To elect a Chairperson of the Committee for the ensuing Municipal Year

(b)        To appoint a Vice-Chairperson of the Committee for the ensuing Municipal Year

To be followed by:-

Special Meeting of the North Western Area Planning Committee

(a)        To elect a Chairperson of the Committee for the ensuing Municipal Year

(b)        To appoint a Vice-Chairperson of the Committee for the ensuing Municipal Year

To be followed by:-

Special Meeting of the South Eastern Area Planning Committee

(a)        To elect a Chairperson of the Committee for the ensuing Municipal Year

(b)        To appoint a Vice-Chairperson of the Committee for the ensuing Municipal Year

RESOLVED that the meeting be adjourned at 7:50pm to allow special meetings to be held as follows:

Performance, Governance and Audit Committee, Strategy and Resources Committee, Licensing Committee, Overview and Scrutiny Committee, Joint Standards Committee, Investigating and Disciplinary Committee, District Planning Committee, Central Area Planning Committee, North Western Area Planning Committee and South Eastern Area Planning Committee.

To continue with the business of the Statutory Annual Meeting of the Council.

RESOLVED that the business of the Annual Meeting of the Council be resumed at 8:09pm.

To appoint Members to serve on the Appointments Board, as required by Procedure Rule 15. (Please see Agenda Item 14 for report of the Chief Executive on the nominations from the Leaders of all Groups to the places allocated to their respective Groups.)

Referring back to Agenda Item 14 - Appointment of Membership of Committees of the Council, the Chairperson advised that the Council needed to confirm the membership of the Appointments Board (the Board), now that Committee Chairpersons had been appointed.

The Chief Executive advised the Board membership consisted of six Members politically balanced and therefore a nominee from the Conservative Group along with a non-aligned Member was required. He then asked Councillor J C Stilts, Leader of the Maldon District Support Group to confirm if she would be taking up a place as Opposition Leader or Councillor W Stamp as Chairperson of the Performance, Governance and Audit Committee. Councillor Stilts confirmed that Councillor Stamp would be sitting on the Board.

The Leader of the Council then nominated Councillor A M Lay be appointed to the Board as the non-aligned Member. This was duly seconded and agreed.

Councillor S J N Morgan nominated Councillor M E Thompson be appointed to the Board as the other Conservative Group Member. This was duly agreed.

RESOLVED that the Membership of the Appointments Board for the ensuing Municipal year be agreed as follows:

Leader of the Council (Councillor R H Siddall)

Leader of the Opposition (Councillor S J N Morgan)

Chairperson of the Strategy and Resources Committee (Councillor J Driver)

Chairperson of the Performance, Governance and Audit Committee (Councillor W Stamp, CC)

Councillors A M Lay and M E Thompson

To consider the report of the Chief Executive (copy to follow).

The Council considered the report of the Chief Executive, circulated prior to the meeting, seeking Members’ consideration of the appointment of representatives to serve on Local Government and Outside Bodies for the ensuing municipal year to May 2026.

The Leader of the Council presented the report and moved the recommendations. These were duly seconded and agreed by assent.

RESOLVED

(i)             That the appointment of representatives to Local Government and Outside Bodies, as detailed in APPENDIX 1 to these Minutes, nominated by the respective Political Groups, be agreed for the Municipal Year to May 2026;

(ii)            That Members appointed as representatives to Local Government and Outside Bodies are responsible for sharing Minutes of meetings attended, to be stored centrally on the Modern.Gov library as per the details in section 3.3 of the report.

To consider the report of the Chief Executive (copy to follow).

The Council considered the report of the Chief Executive, circulated prior to the meeting, seeking Members’ agreement to appoint Members to serve on Working Groups of the Council for the municipal year, as set out in Appendix 1 to the report. The report details changes to Working Groups following an annual housekeeping review.

The Leader of the Council presented the report and proposed that recommendations (i), (ii) and (iii) as set out in report be agreed.

Councillor A S Fluker referred to the Planning Policy Working Group (PPWG) advising that traditionally this had been made up of an equal balance of Members from the North and South of the District. As the Southminster Ward had more strategic allocations than any other area of the Council he proposed that membership of the PPWG be increased by one and Councillor R G Pratt join the PPWG. This proposal was duly seconded and agreed.

Councillor E L Stephens referred to the Strategic Housing Group and noted that Appendix 1 also referred to the Housing and Homelessness Reference Group under this Group. She advised that at this time it was just called the Strategic Housing Board. The Chairperson advised that this would be made clear in the Appendix.

The Chairperson advised that recommendations (i) – (iii) had been agreed by assent.

The Leader of the Council moved recommendation (iv) to establish a new Local Government Reorganisation and Devolution Working Group, as set out in the report with Terms of Reference as detailed in Appendix 2. At this point Councillor W Stamp proposed that the Terms of Reference for this Working Group be amended to state that meetings are scheduled on a four-weekly basis with a proviso that an emergency meeting could be called as and when an emergency arose. This proposal was duly seconded and agreed.

In response to a question regarding whether Devolution should be referred to in the title of the Working Group given that the Council didn’t have much input into the Devolution agenda, the Chairperson advised that it was important to have the opportunity for a conversation regarding Devolution, if needed. The Chief Executive informed Members that keeping Devolution in the title would allow Members to be kept informed. Whilst Devolution applied to upper tier Authorities, lower and future unitary authorities would have a part to play, and it was important that Members were kept informed on what was going on.

The Leader then put recommendation (iv) to the Council with the revision to the Working Group Terms of Reference as proposed by Councillor Stamp and this was duly agreed.

The Leader put recommendation (v) as set out in the report to the Council. This was duly seconded and agreed.

RESOLVED

(i)             That the appointments to the Working Groups of the Council as set out APPENDIX 2 to these Minutes be confirmed;

(ii)            That Working Group Terms of Reference are updated as per the details and member seat numbers set out below:

·                Member and Officer Net  ...  view the full minutes text for item 19.

To consider the report of the Chief Executive, (copy enclosed).

The Council considered the report of the Chief Executive presenting an annual update on the work of the Overview and Scrutiny Committee (the Committee).

The report provided background information relating to the setting up of the Committee, its responsibility to report annually to the Council and the process for consideration of possible scrutiny items by the Committee.

The annual report for 2024 / 25 had been agreed by the Overview and Scrutiny Committee at its meeting on 6 February 2025 and was set out in Appendix 1 to the report. It was noted that the annual reporting arrangements ensured accountability of the Committee to the Council.

Councillor S J N Morgan, as Chairperson of the Committee presented the report to the Council and highlighted that this year there had been three referrals received by the Committee and he encouraged Members to submit any referrals. He advised that representatives from Essex County Council Highways and Anglian Water would be attending the next meeting of the Committee. Councillor Morgan then proposed that the recommendation as set out in the report be approved. This was duly seconded and agreed.

RESOLVED that the annual report of the Overview and Scrutiny Committee for 2024 / 25 be approved by the Council.

Referring to the work involved in preparing for this meeting, the Chairperson thanked the Assistant Director - Programmes, Performance and Governance along with all Members involved.