Corporate Director (Law and Governance) and Monitoring Officer, T W Mortimer LLB Solicitor

SELECTION & CONSTITUTIONAL REVIEW COMMITTEE

Notice of a Meeting, to be held in the Council Chamber - on Thursday, 10th October, 2019 at 6.30 pm.

The Members of the Selection & Constitutional Review Committee are:-

Councillor Clarkson (Chairman) Councillor Bartlett (Vice-Chairman)

Cllrs. Barrett, Buchanan, Chilton, Clokie, Farrell, Feacey, Harman, Hayward, Howard-Smith, N Ovenden

Agenda Page Nos.. 1. Apologies/Substitutes

To receive Notification of Substitutes in accordance with Procedure Rule 1.2(c)

2. Declarations of Interest 1 - 2

To declare any interests which fall under the following categories, as explained on the attached document:

a) Disclosable Pecuniary Interests (DPI) b) Other Significant Interests (OSI) c) Voluntary Announcements of Other Interests

See Agenda Item 2 for further details

3. Minutes 3 - 22

To approve the Minutes of the Meeting of this Committee held on the 23rd May 2019.

4. Revised Programme of Meetings for 2019/20 and 2020/21 23 - 28

5. Review of Parliamentary Polling Districts and Places 2019 29 - 50

6. Representatives on Outside Bodies/Organisations 51 - 54

7. Amendment to the Terms of Reference of the Licensing Sub- 55 - 58 Committee

DS 2nd October 2019

Queries concerning this agenda? Please contact Member Service Telephone: (01233) 330349; email: [email protected] Agendas, Reports and Minutes are available on: https://ashford.moderngov.co.uk

Agenda Item 2 Declarations of Interest (see also “Advice to Members” below)

(a) Disclosable Pecuniary Interests (DPI) under the Localism Act 2011, relating to items on this agenda. The nature as well as the existence of any such interest must be declared, and the agenda item(s) to which it relates must be stated.

A Member who declares a DPI in relation to any item will need to leave the meeting for that item (unless a relevant Dispensation has been granted).

(b) Other Significant Interests (OSI) under the Code of Conduct relating to items on this agenda. The nature as well as the existence of any such interest must be declared, and the agenda item(s) to which it relates must be stated.

A Member who declares an OSI in relation to any item will need to leave the meeting before the debate and vote on that item (unless a relevant Dispensation has been granted). However, prior to leaving, the Member may address the Committee in the same way that a member of the public may do so.

(c) Voluntary Announcements of Other Interests not required to be disclosed under (a) and (b), i.e. announcements made for transparency alone, such as:

 Membership of amenity societies, Town/Community/Parish Councils, residents’ groups or other outside bodies that have expressed views or made representations, but the Member was not involved in compiling or making those views/representations, or

 Where a Member knows a person involved, but does not have a close association with that person, or

 Where an item would affect the well-being of a Member, relative, close associate, employer, etc. but not his/her financial position.

[Note: Where an item would be likely to affect the financial position of a Member, relative, close associate, employer, etc.; OR where an item is an application made by a Member, relative, close associate, employer, etc., there is likely to be an OSI or in some cases a DPI. ALSO, holding a committee position/office within an amenity society or other outside body, or having any involvement in compiling/making views/representations by such a body, may give rise to a perception of bias and require the Member to take no part in any motion or vote.]

Advice to Members on Declarations of Interest: (a) Government Guidance on DPI is available in DCLG’s Guide for Councillors, at https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/5962/2193362.pdf

(b) The Kent Code of Conduct was adopted by the Full Council on 19 July 2012, and a copy can be found in the Constitution alongside the Council’s Good Practice Protocol for Councillors dealing with Planning Matters. See https://www.ashford.gov.uk/media/2098/z-word5- democratic-services-constitution-2019-constitution-of-abc-may-2019-part-5.pdf

(c) Where a Member declares a committee position or office within, or membership of, an outside body that has expressed views or made representations, this will be taken as a statement that the Member was not involved in compiling or making them and has retained an open mind on the item(s) in question. If this is not the case, the situation must be explained.

If any Member has any doubt about any interest which he/she may have in any item on this agenda, he/she should seek advice from the Director of Law and Governance and Monitoring Officer, or from other Solicitors in Legal andPage Democra 1 cy as early as possible, and in advance of the Meeting. This page is intentionally left blank Agenda ItemSCR 3

Selection & Constitutional Review Committee

Minutes of a Meeting of the Selection & Constitutional Review Committee held in the Council Chamber, Civic Centre, Tannery Lane, Ashford on the 23rd May 2019

Present:

Cllr. Clarkson (Chairman); Cllr. Bartlett (Vice-Chairman); Cllrs. Barrett, Buchanan, Chilton, Clokie, Farrell, Feacey, Harman, Howard-Smith, Ovenden, Smith

In accordance with Procedure Rule 1.2 (c) Councillors Barrett, Farrell and Smith attended as Substitute Member for Councillors Dehnel, Ward and Hayward respectively

Apologies:

Cllrs. Dehnel, Hayward, Shorter, Ward

Also Present:

Cllrs. Burgess, Campkin, Forest, Wright

Member Services Manager (Operational).

450 Election of Chairman

Resolved:

That Councillor Clarkson be elected as Chairman of the Committee for this Meeting.

451 Election of Vice-Chairman

Resolved:

That Councillor Bartlett be elected as Chairman of the Committee for this Meeting.

452 Minutes

Resolved:

That the Minutes of the Meeting of this Committee held on the 11th April 2019 be approved and confirmed as a correct record.

Page 3 937 SCR 230519

453 Background and Principles of Political Balance and Administrative Structure

The Member Services Manager (Operational) introduced the report which presented the Political Balance for the Authority and sought to agree a number of other constitutional matters which needed to be recommended to the Annual Meeting of the Council on the 30th May 2019. The agreed Political Balance is contained at Appendix A to these Minutes. He also drew the Committee’s attention to the tabled paper which included some additions to the report which had occurred following the publication of the Agenda and an addition to recommendation (iii) allocating a seat on the Appointments Committee to the Independent Councillor – Councillor Walder.

The Chairman ran through the membership of Committees, Groups, Panels and Boards one by one. With input from Members, the membership for 2019/20 was completed including the nominations for Chairmen and Vice-Chairmen. This is contained at Appendix B to these Minutes.

Recommended:

That (i) the Political Balance of the Authority as contained at Appendix A to these Minutes be adopted, subject to the Council agreeing that the requirements of the Political Balance Regulations be not applied to the Membership of the Joint Transportation Board, Appeals Panels, Standards Committee, the Investigation and Disciplinary Committee (and its Panels) and the Sub-Committee of the Licensing and Health and Safety Committee established under the Licensing Act 2003 and Gambling Act 2005.

(ii) the following Committees be constituted for the Municipal Year as detailed in Part 3 of the Constitution:

Appeals Appointments Audit Investigation and Disciplinary Joint Arrangements – Joint Transportation Board Licensing and Health and Safety Overview and Scrutiny Planning Selection and Constitutional Review Standards

NB: Details of Members appointed to Membership of each Committee etc by Group Leaders is shown at Appendix B to these Minutes. Note: This may be subject to amendments from Group Leaders.

(iii) seats on the following Committees be allocated to the Members indicated: -

Page 4 938 SCR 230519

Appointments Committee – Independent Councillor (Cllr Walder) Audit Committee – Green Group

(iv) the Council appoint the Chairmen and Vice-Chairmen for each Committee etc. as shown in Appendix B.

(v) the position on Boards, Advisory Committees and Task Groups as outlined within the report be noted and membership and nominees to those will be subject to confirmation at a future Cabinet Meeting.

454 Representatives on Outside Bodies/Organisations

The report gave details of those organisations or outside bodies to which the Council appointed or nominated representatives, and the names of the Members of the Council who currently served in this capacity. Details of attendance by the Council’s appointed representatives at meetings of the organisations during the past year (where known) and retirement dates were also shown.

A Member pointed out that the Singleton Spaces Trust did not currently appear in the schedule and it was agreed to add this to the list going forward. It was also agreed to delete the post of Member Champion for Media.

Recommended:

That the names of the persons to be appointed or nominated as Members or Substitute Members (as the case may be) to the organisations listed in Appendix C to these Minutes be agreed.

455 Annual Meeting – Order of Proceedings

The Committee considered the Order of Proceedings for the Annual Meeting of the Council including the movers and seconders of the Mayor, Deputy Mayor and the vote of thanks to the Retiring Mayor.

Resolved:

That the Head of Legal and Democracy prepare the Order of Proceedings for the Annual Meeting of the Council on the basis of the advice of this Committee.

______

Queries concerning these Minutes? Please contact Member Services: Telephone: 01233 330349 Email: [email protected] Agendas, Reports and Minutes are available on: http://ashford.moderngov.co.uk

Page 5 939 SCR 230519

APPENDIX A (Minute No. 453/5/19 refers)

THE POLITICAL BALANCE CALCULATION MAY 2019

A All Committees to which balance applies

Committee Seats/Committee Total Seats

1 x 12 Overview and Scrutiny 12 = 12

1 x 17 Planning 17 = 17

1 x 13 Licensing and Health & 13 = 13 Safety

1 x 12 Selection 12 = 12

1 x 8 Audit 8 = 8

1 x 5 Appointments 5 = 5

Total 67

B. Percentage of group in relation to total membership of the authority

47 members = %

26 Conservative = 55.3191 11 Ashford Independent = 23.4043 7 Labour = 14.8936 2 Green = 4.2553

Note: 1 Independent = 2.1277

100

Page 6 940 SCR 230519

C.1 Allocation of Seats on Committees in proportion to Group strength

Con AI Lab Green To Be Total Committee Allocated 1 x 12 O&S 7 3 2 0 0 12 1 x 17 Planning 9 4 3 1 0 17 1 x 12 Selection 7 3 2 0 0 12 1 x 13 Licensing, 7 3 2 1 0 13 Health & Safety 1 x 8 Audit 4 2 1 1* 0 8 1 x 5 Appointments 3 1 0 0 1** 5 37 16 10 3 1 67 Totals (37.064) (15.681) (9.979) (2.851)

*Under the draft calculation the Green Group has been allocated 2 seats but their overall entitlement across all Committees is 3 and therefore, there still remains the need for the Green Group to be allocated one additional seat. Under the calculation there is one seat on the Audit Committee that remains to be allocated. The Group Leaders have therefore agreed to allocate that seat to the Green Group to achieve overall balance.

** Under the draft calculation the Labour Group had been allocated 11 seats (one more than their overall entitlement of 10). The Leader of the Labour Group has indicated that he will give up their seat on the Appointments Committee. As all other Groups have received their entitlement to seats across all Committees, this will be allocated to Cllr Walder as the Independent Member.

C.2 Allocation of seats on all ordinary Committees to achieve overall proportionality Political Group entitlement in relation to all seats: 67 Conservative 37.064 = 37 Ashford Independent 15.681 = 16 Labour 9.979 = 10 Green 2.851 = 3 ____ 66 ____

1 Independent = 1 ____ Total 67 ____

Page 7 941 SCR 230519

D. Committees etc. to which balance cannot apply or will not apply either as a direct result of joint arrangements or the Council agreeing, i.e. no member votes against this arrangement, on each occasion the Council adopts a revised political balance for the Authority.

*1 x 3 Appeals 3 Members per meeting drawn = 3 (3 Member on rota from a Panel of 15 Panels) Members (which does not meet as a Committee)

x 1 x 7 Joint Transportation Board = 7

*1 x 3 Licensing Sub- 3 Members per meeting drawn = 3 Committee (3 on rota from a Panel of 13 Member Panels) Members (which does meet as a Committee so is itself balanced)

* Council’s choice as to whether balance will apply to this Committee. This may only happen if no Member votes against this arrangement. x Due to the Joint Arrangements and the manner in which seats are allocated by the Kent County Council, it is impossible to have an overall balanced allocation of seats.

AI Lab Green Total Committee Con *1 x 15 Appeals 8 4 2 1 15 x1 x 7 Joint 4 2 1 0 7 Transportation

* The requirements of the ‘Political Balance’ regulations be not applied to the membership of the Appeals and Licensing and Health and Safety Panels of 3 Members which are drawn for each meeting.

Page 8 942 SCR 230519

APPENDIX B (Minute No. 453/5/19 refers)

SELECTION AND CONSTITUTIONAL REVIEW COMMITTEE 23RD MAY 2019 MEMBERSHIP OF COMMITTEES, GROUPS AND FORUMS, INCLUDING CHAIRMEN AND VICE-CHAIRMEN

On the basis of the draft Political Balance Calculation agreed with Group Leaders the entitlement to seats is set out below.

The Committee may wish to propose the identity of the Chairman and Vice- Chairman of each Committee, for appointment in accordance with the Constitution, by the Full Council.

Overview and Scrutiny Committee (12 Members)

Members of the Cabinet may not be appointed to this Committee

Conservative Ashford Labour Green Independent (7) (3) (2) (0) Burgess Ledger Chilton Feacey Michael (VCh) Farrell Forest Ovenden (Ch) Howard-Smith Iliffe Krause Mulholland

Audit Committee (8 Members)

Conservative Ashford Labour Green Independent (4) (2) (1) (1) Krause (Ch) Hayward C Suddards Wright Link (VCh) Smith Mulholland Shorter

Page 9 943 SCR 230519

Planning Committee (17 Members) (plus 1 ex officio)

Planning Committee training will be held on the 29th May 2019 at 6pm. All Members of the Council are encouraged to attend, however, Group Leaders are asked to ensure that their nominees for the Planning Committee, and any Members wishing to Substitute, who have not already attended a session, do so.

Training is compulsory for anyone sitting on the Planning Committee.

Conservative Ashford Labour Green Independent (9) (4) (3) (1) Blanford (VCh) Harman Chilton Wright Burgess (Ch) Ovenden Spain Clokie Smith Ward Dehnel Sparks Heyes Howard Howard-Smith Krause Shorter Clarkson (EO)

Selection & Constitutional Review Committee (12 Members)

Conservative Ashford Labour Green Independent (7) (3) (2) (0) Barrett Harman Chilton Bartlett (VCh) Hayward Farrell Buchanan Ovenden Clarkson (Ch) Clokie Feacey Howard-Smith

Page 10 944 SCR 230519

Licensing and Health and Safety Committee (13 Members)

Group Leaders are reminded of the importance of nominating Members who are available to attend day-time hearings of the Licensing Sub-Committee.

Licensing training will be held on the 17th June 2019 at 10am. Group Leaders are asked to ensure that their nominees for this Committee attend if they have not attended a session in the past as this training is compulsory for anyone sitting on the Licensing and Health and Safety Committee.

Conservative Ashford Labour Green Independent (7) (3) (2) (1) Buchanan Ledger Farrell Wright Burgess Rogers L Suddards Feacey (Ch) Smith Krause (VCh) Mulholland Pickering Shorter

Appointments Committee (5 Members)

Conservative Ashford Labour Independent Independent (3) (1) (0) (1*) Mrs Bell Ovenden Walder Clarkson (Ch) Pickering (VCh)

* Seat allocated to Independent Member as all other Groups had received their allocation across all Committees as part of the Political Balance calculation.

Page 11 945 SCR 230519

Appeals (15 Members – 3 Members to be drawn per meeting)

Members should not be a Member of the Cabinet. Group Leaders are reminded of the importance of nominating Members who are available to attend day-time meetings.

Conservative Ashford Labour Green Independent (8) (4) (2) (1) Blanford Mrs Heyes Anckorn Campkin Burgess Ledger Chilton Heyes Sparks Howard Turner Knowles Krause Mulholland Wedgbury

Investigation & Disciplinary Committee (15 Members – 3 Members to be drawn per meeting)

To include at least one Member of the Cabinet, Group Leaders and the Chairmen of the Overview & Scrutiny and Audit Committees

Conservative Ashford Labour Green Independent (8) (4) (2) (1) Barrett Michael Chilton Campkin Bartlett Ovenden C Suddards Mrs Bell Sparks Bell Turner Blanford Clarkson Gideon Krause

Page 12 946 SCR 230519

Standards Committee (8 Members)

Based on 5 Conservative Members (including at least one Member of the Cabinet) plus the Chairman and Vice-Chairman of the Overview & Scrutiny Committee.

Conservative Ashford Labour Green Independent (5) (2) (1) (0) Mrs Bell (Ch) Michael Chilton Dehnel (VCh) Ovenden Knowles Link Pickering

Joint Transportation Board (7 Members)

Conservative Ashford Labour Green Independent (4) (2) (1) (0) Burgess Mrs Heyes Ward Feacey Michael Forest Heyes (Ch)

Community Grants Panel (7 Members including the Portfolio Holder for Culture)

Conservative Ashford Labour Green Independent (4) (2) (1) (0) Barrett Miss Ovenden L Suddards Dehnel (PH) Smith Link (Ch) Webb (VCh)

Page 13 947 SCR 230519

Joint Consultative Committee (6 Members) – At least one Member from each Group – the remainder from the administration.

Membership is to include the Leader and/or appropriate Portfolio Holder.

Conservative Ashford Labour Green Independent (3) (1) (1) (1) Iliffe Smith Farrell Campkin Pickering (Ch) Wedgbury

Member Training Panel (8 Members)

Conservative Ashford Labour Green Independent (5) (2) (1) (0) Mrs Bell Miss Ovenden Spain Forest Smith Howard Pickering (Ch) Wedgbury (VCh)

Local Government and Polling Districts Task Group (10 Members)

Conservative Ashford Labour Ind Independent (6) (2) (1) (1*) Bell (Ch) Rogers Anckorn Walder Blanford Sparks Heyes Howard Knowles (VCh) Wedgbury

* Group Leaders have agreed to allocate this seat to the Independent Member Councillor Walder.

Page 14 948 SCR 230519

Local Plan & Planning Policy Task Group (10 Members)

Conservative Ashford Labour Ind Independent (6) (2) (1) (1*) Bartlett (Ch) Ledger Spain Walder Mrs Bell Michael Blanford Clokie Heyes Shorter (VCh)

* Group Leaders have agreed to allocate this seat to the Independent Member Councillor Walder.

Trading and Enterprise Board (4 Members and 1 Observer)

Conservative

(4) Bell (Ch) Dehnel Gideon Shorter

* Councillor Ovenden to be appointed as Observer.

** Councillor Bell (as Chairman) to be the Shareholder Representative under the Articles of Association of the Trading Companies.

Page 15 949 SCR 230519

MEMBERSHIP OF CABINET BOARDS, ADVISORY COMMITTEES AND TASK GROUPS FOR 2018/19

The following are set out for information only.

Boards

Ashford Health & Wellbeing Partnership (1 Member)

Conservative

(1) Gideon

Ashford Strategic Delivery Board 4 Members)

Conservative

(4) Bell Clarkson (Ch) Clokie Shorter

Ashford Town Centre Place Making Board (9 Members)

Conservative Ashford Labour Green Independent (7) (1) (1) (0) Bartlett Ovenden Farrell Bell Buchanan Clarkson (Ch) Clokie (VCh) Dehnel Shorter

Page 16 950 SCR 230519

Economic Regeneration & Investment Board (5 Members)

Conservative Ashford Labour Green Independent (4) (1) (0) (0) Bartlett (VCh) Ovenden Clarkson (Ch) Clokie Shorter

Compliance & Enforcement Board (6 Members) (plus 1 ex-oficio)

Conservative Ashford Labour Green Independent (5) (0) (1) (0) Barrett Ward Buchanan Dehnel (Ch) Gideon (VCh) Shorter Bartlett (EO)

Advisory Committees

Climate, Environment and Conservation Advisory Committee (6 Members)

Conservative Ashford Labour Green Independent (4) (0) (0) (2) Blanford Campkin Feacey (VCh) Wright Howard (Ch) Mulholland

Page 17 951 SCR 230519

IT and Digital Transformation Advisory Committee (4 Members) (plus 1 ex- officio)

Conservative Ashford Labour Green Independent (3) (1) (0) (0) Forest (VCh) Ovenden Knowles (Ch) Pickering Bell (EO)

Victoria Park and Conningbrook Park Advisory Committee (4 Members) (plus 1 ex-officio)

Conservative Ashford Labour Green Independent (4) (0) (1) (0) Buchanan (Ch) C Suddards Heyes Iliffe Dehnel (EO)

Multi-Purpose Arts and Conference Centre Advisory Committee (4 Members) (plus 1 ex-officio)

Conservative Ashford Labour Green Independent (3) (1) (0) (0) Clokie (Ch) Turner Heyes Iliffe (VCh) Dehnel (EO)

Royal Military Canal Advisory Committee (4 Members) (plus 1 ex-officio)

Conservative Ashford Labour Green Independent (3) (0) (0) (1) Mrs Blanford Wright Burgess (Ch) Mulholland (VCh) Dehnel (EO)

Page 18 952 SCR 230519

Civic and Ceremonial Advisory Committee (6 Members)

Conservative Ashford Labour Green Independent (4) (1) (1) (0) Burgess Ovenden L Suddards Clarkson (Ch) Dehnel (VCh) Webb

Task Groups

Strategic Transport Group (4 Members)

Conservative Ashford Labour Green Independent (3) (0) (0) (1) Barrett Campkin Feacey (Ch) Heyes

Page 19 953 SCR 230519

APPENDIX C (Minute No. 453/5/19 refers)

ASHFORD BOROUGH COUNCIL

APPOINTMENT/NOMINATION TO OUTSIDE BODIES/ORGANISATIONS

Appendix 1 Liaison Member Appointments

The following Liaison Member appointments are made to the following charities.

Name of Organisation New Representative for 2019/20

Action with Communities in Rural Kent Cllr Burgess Ashford Volunteer Centre Cllr Feacey Sandyacres Trust Cllr Krause Singleton Spaces Cllr Barrett Leisure Trust Cllr Pickering Wye Rural Museum Trust Cllr Howard

Appendix 2 Trustee Appointments

The following Trustee appointments are made to the following charities.

Name of Organisation New Representative for 2019/20

Ashford Almshouses and Parochial Cllr Heyes Charities Cllr Krause Cllr Ward Revd. Richard Bellamy Kennington Parochial Charities Cllr Buchanan Cllr Iliffe Chilmington Management Cllr Shorter Organisation (Delegated authority to Director of Law & Governance to appoint a replacement if required – Cllr Mrs Blanford) Mr Ben Lockwood Repton Community Trust Cllr Forest St Mary’s Arts Trust Cllr Smith

Page 20 954 SCR 230519

Appendix 3 Representative Appointments to Committees of Outside Bodies

The following Representative appointments are made to the following committees of outside bodies.

Name of Organisation New Representative for 2019/20

Ashford College Business Advisory *To be reviewed at a later date. Council Ashford Community Safety Portfolio Holder for Community Partnership Safety and Wellbeing Ashford Mediation Service Cllr Krause Ashford Museum Committee Cllr Smith Ashford Youth Forum Trustees Cllr Anckorn Cllr Miss Ovenden CMO Partnership Cllr Shorter Working Group Shadow: Cllr Mrs Blanford Citizens’ Advice Bureau Ashford Cllr Clokie Branch Management Committee Cllr Feacey Dungeness Power Station Site Cllr Burgess Stakeholder Group Headcorn Aerodrome Consultative Member for Weald North Ward Committee High Weald (AONB) Joint Advisory Cllr Pickering Group Home-Start, Ashford: Management Cllr Mrs Webb Committee Kent & Medway Police & Crime Panel Cllr Gideon Kent Downs and Marshes Leader Cllr Burgess Project Kent Invicta Chamber – Ashford Cllr Clokie Economic Development Group Marshlink Steering Group Cllr Burgess River Stour Internal Drainage Board Cllr Burgess Cllr Ledger Cllr Ovenden Cllr Smith Mrs Aline Hicks Romney Marsh Partnership Cllr Burgess Romney Marshes Area Internal Cllr Burgess Drainage Board SWAN Site Management Committee Cllr Smith Tenterden Folk Day Trust Cllr Link Tenterden Town Council – Tourism & Portfolio Holder for Culture Business Committee

Page 21 955 SCR 230519

OTHER COUNCILLOR APPOINTMENTS FOR INFORMATION

Councillor Organisation

KCC Superannuation Fund Cllr Clokie (Conservative Rep for Committee Kent Districts)

MEMBER CHAMPIONS

TOPIC NEW REPRESENTATIVE/NOMINEE

Military Covenant & Ceremonial Cllr Dehnel Liaison Safeguarding Cllr Feacey Twinning Cllr Forest

Page 22 956 Agenda Item 4 Agenda Item No: 4

Report To: Selection and Constitutional Review Committee

Date of Meeting: 10th October 2019

Report Title: Revised Programme of Meetings 2019/20 and 2020/21

Report Author & Danny Sheppard – Member Services Manager (Operational) Job Title:

Portfolio Holder Cllr. Clarkson Portfolio Holder for: Leader of the Council

Summary: To agree changes to the programme of meetings for 2019/20 and 2020/21. These revisions have been proposed by the Leader of the Council to identify a more convenient timetable for preparing reports for the Cabinet. If agreed, the new arrangements will commence in November 2019.

Key Decision: NO

Significantly None specifically Affected Wards:

Recommendations: The Council is asked to agree the revised programme of meetings for 2019/20 and 2020/21.

Policy Overview: The programme reflects the monthly Cabinet and Overview and Scrutiny cycle as agreed by the former Executive at is meeting on 7th January 2010 (Minute No 379/1/10 refers). Under the proposed new arrangements this will generally provide for a Cabinet meeting on the last Thursday of every month and a monthly Planning Committee meeting every four/five weeks. Overview and Scrutiny meetings will be programmed in line with the timetable for call-in of items from the Cabinet and will now generally fall on the second Tuesday of the month.

Equalities Impact Not Required Assessment

Exempt from NO Publication:

Contact: [email protected] – Tel: (01233) 330349

Page 23 Appendix 1

DATES OF MEETINGS MAY 2019 - MAY 2020

Meetings are usually held at the Civic Centre and start at 7.00pm unless otherwise stated

MAY 2019 F 12 W 25 Th 26 Audit W 1 M 15 F 27 Th 2 ABC Elections Tu 16 F 3 W 17 M 30 Th 18 Council M 6 BANK HOLIDAY F 19 OCTOBER 2019 Tu 7 W 8 M 22 Tu 1 Th 9 Tu 23 O&S W 2 Planning F 10 W 24 Th 3 Th 25 F 4 M 13 F 26 Tu 14 M 7 W 15 M 29 Tu 8 Th 16 T 30 Audit W 9 F 17 W 31 Planning Th 10 Cabinet F 11 M 20 AUGUST 2019 Tu 21 M 14 W 22 Th 1 Tu 15 Th 23 Selection & CR F 2 W 16 F 24 Th 17 Council M 5 TEB 10am F 18 M 27 BANK HOLIDAY Tu 6 Tu 28 W 7 M 21 W 29 Th 8 Cabinet Tu 22 O&S Th 30 Council F 9 W 23 F 31 Th 24 M 12 F 25 Tu 13 JUNE 2019 W 14 M 28 Th 15 Tu 29 M 3 F 16 W 30 Tu 4 Th 31 JCC 2.30pm W 5 Planning M 19 Th 6 Tu 20 F 7 W 21 NOVEMBER 2019 Th 22 M 10 F 23 F 1 Tu 11 Joint Transportation W 12 M 26 BANK HOLIDAY M 4 Th 13 Cabinet Tu 27 O&S Tu 5 F 14 W 28 W 6 Planning Th 29 JCC 2.30pm Th 7 M 17 F 30 F 8 Tu 18 Audit W 19 SEPTEMBER 2019 M 11 TEB 10am Th 20 Tu 12 O&S F 21 M 2 W 13 Tu 3 Th 14 Cabinet M 24 W 4 Planning F 15 T 25 O&S Th 5 W 26 F 6 M 18 Th 27 JCC 2.30pm Tu 19 F 28 M 9 W 20 Tu 10 Joint Transportation Th 21 JULY 2019 W 11 F 22 Th 12 Cabinet M 1 F 13 M 25 Tu 2 Tu 26 TEB 10am O&S W 3 Planning M 16 W 27 Th 4 Tu 17 Th 28 Cabinet F 5 W 18 F 29 Th 19 M 8 F 20 Tu 9 W 10 M 23 Th 11 Cabinet Tu 24 O&S Page 24 DECEMBER 2019 Th 6 Th 23 F 7 F 24 M 2 Tu 3 Audit M 10 TEB 10am M 27 W 4 Tu 11 O&S Tu 28 O&S Th 5 Cabinet W 12 W 29 F 6 Th 13 Cabinet Th 30 JCC 2.30pm F 14 Cabinet M 9

Tu 10 Joint Transportation M 17 W 11 Planning Tu 18 Th 12 Council W 19 Planning F 13 Th 20 Council (C Tax) MAY 2020 F 21 M 16 F 1 Tu 17 O&S M 24 W 18 Tu 25 O&S TEB 10am M 4 Th 19 JCC 2.30pm W 25 Tu 5 Selection & CR Cabinet Th 27 JCC 2.30pm W 6 F 20 Cabinet Th 7 F 28 F 8 BANK HOLIDAY M 23 Tu 24 MARCH 2020 M 11 TEB 10am W 25 CHRISTMAS DAY Tu 12 O&S Th 26 BOXING DAY M 2 W 13 F 27 OFFICES CLOSED Tu 3 Joint Transportation Th 14 Cabinet W 4 F 15 M 30 Th 5 Council (C Tax) Tu 31 F 6 M 18 Tu 19 *No O&S meeting scheduled M 9 W 20 Planning In December due to Budget Tu 10 Joint Transportation Th 21 Council Scrutiny O&S F 22 W 11 JANUARY 2020 Th 12 Cabinet M 25 BANK HOLIDAY F 13 Tu 26 O&S TEB 10am W 1 BANK HOLIDAY W 27 Th 2 M 16 Th 28 Cabinet F 3 Tu 17 Audit F 29 W 18 Planning M 6 Th 19 Tu 7 F 20

W 8 KEY Th 9 M 23 F 10 Tu 24 O&S W 25 O& S - Overview and M 13 Th 26 Cabinet Scrutiny Tu 14 F 27 W 15 JCC - Joint Consultative

Th 16 Cabinet M 30 Committee F 17 Tu 31

M 20 APRIL 2020 Tu 21 Licensing & H&S 10am O&S* W 1 W 22 Planning Th 2 Cabinet Th 23 F 3 F 24 M 6 M 27 Tu 7 Tu 28 O&S W 8 W 29 Th 9 Th 30 Cabinet F 10 GOOD FRIDAY - School Holidays F 31 M 13 EASTER MONDAY * One week later due to Budget Tu 14 O&S Scrutiny W 15 Th 16 Council FEBRUARY 2020 F 17

M 3 Standards M 20 Tu 4 Tu 21 W 5 W 22 Planning Page 25 Appendix 2

DATES OF MEETINGS MAY 2020 - MAY 2021

Meetings are usually held at the Civic Centre and start at 7.00pm unless otherwise stated

MAY 2020 F 10 M 21 Tu 22 O&S F 1 M 13 W 23 Tu 14 Audit O&S Th 24 Cabinet M 4 BANK HOLIDAY W 15 Planning F 25 Tu 5 Selection & CR Th 16 Council W 6 F 17 M 28 Th 7 Tu 29 Audit F 8 M 20 W 30 Tu 21 Audit M 11 TEB 10am W 22 OCTOBER 2020 Tu 12 O&S Th 23 W 13 F 24 Th 1 Th 14 Cabinet F 2 F 15 M 27 T 28 O&S M 5 M 18 W 29 Tu 6 Tu 19 Th 30 Cabinet W 7 W 20 Planning F 31 Th 8 Cabinet Th 21 Council F 9 F 22 AUGUST 2020 M 12 M 25 BANK HOLIDAY M 3 Tu 13 O&S Tu 26 O&S TEB 10am Tu 4 W 14 Planning W 27 W 5 Th 15 Council Th 28 Cabinet Th 6 F 16 F 29 F 7 M 19 M 10 TEB 10am Tu 20 JUNE 2020 Tu 11 O&S W 21 W 12 Th 22 M 1 Th 13 Cabinet F 23 Tu 2 Joint Transportation F 14 W 3 M 26 Th 4 M 17 Tu 27 O&S F 5 Tu 18 W 28 W 19 Planning Th 29 JCC 2.30pm M 8 Th 20 Cabinet Tu 9 Joint Transportation F 21 F 30 O&S W 10 M 24 NOVEMBER 2020 Th 11 Cabinet Tu 25 O&S TEB 10am F 12 W 26 M 2 Th 27 JCC 2.30pm Tu 3 M 15 Cabinet W 4 Tu 16 Audit F 28 Th 5 W 17 Planning F 6 Th 18 M 31 BANK HOLIDAY F 19 M 9 TEB 10am SEPTEMBER 2020 Tu 10 O&S M 22 W 11 T 23 O&S Tu 1 Th 12 Cabinet W 24 W 2 F 13 Th 25 JCC 2.30pm, Cabinet Th 3 F 26 F 4 M 16 Tu 17 M 29 M 7 W 18 Planning Tu 30 Tu 8 Joint Transportation Th 19 O&S F 20 JULY 2020 W 9 Th 10 Cabinet M 23 W 1 F 11 Tu 24 O&S, TEB 10am Th 2 W 25 F 3 M 14 Th 26 Cabinet Tu 15 Joint Transportation F 27 M 6 W 16 Planning Tu 7 Th 17 M 30 W 8 F 18 Th 9 Cabinet Page 26 DECEMBER 2020 F 23 M 8 TEB 10am Tu 1 Audit Tu 9 O&S M 26 W 2 W 10 Tu 27 O&S Th 3 Cabinet Th 11 Cabinet W 28 F 4 F 12 Th 29 JCC 2.30pm, Cabinet F 30 M 7 Tu 8 Joint Transportation M 15 W 9 Tu 16 Th 10 Council W 17 Planning MAY 2021 F 11 Th 18 Council (C Tax) F 19 M 3 BANK HOLIDAY M 14 Tu 4 Selection & CR Tu 15 M 22 W 5 W 16 Planning Tu 23 O&S, TEB 10am Th 6 KCC Elections Th 17 JCC 2.30pm, Cabinet W 24 F 7 F 18 Th 25 JCC 2.30pm, Cabinet F 26 M 10 TEB 10am M 21 Tu 11 O&S Tu 22 O&S MARCH 2021 W 12 W 23 Th 13 Cabinet Th 24 OFFICES CLOSED M 1 F 14 F 25 CHRISTMAS DAY Tu 2 Joint Transportation W 3 M 17 M 28 BANK HOLIDAY Th 4 Council (C Tax) Tu 18 Tu 29 F 5 W 19 Planning W 30 Th 20 Council Th 31 M 8 F 21 Tu 9 Joint Transportation * No O&S meeting in O&S M 24 December due to Budget W 10 Tu 25 O&S TEB 10am Scrutiny Th 11 Cabinet W 26 F 12 Th 27 Cabinet JANUARY 2021 F 28 M 15 F 1 BANK HOLIDAY Tu 16 Audit M 31 BANK HOLIDAY W 17 Planning M 4 Th 18 Tu 5 F 19

W 6 KEY Th 7 M 22 F 8 Tu 23 O&S W 24 O& S - Overview and M 11 Th 25 Cabinet Scrutiny Tu 12 F 26 W 13 JCC - Joint Consultative Th 14 Cabinet M 29 Committee F 15 Tu 30 W 31 M 18 Tu 19 Licensing & H&S 10am APRIL 2021 O&S* W 20 Planning Th 1 Th 21 F 2 GOOD FRIDAY F 22 M 5 EASTER MONDAY M 25 Standards Tu 6 Tu 26 O&S W 7 W 27 Th 8 Cabinet Th 28 Cabinet F 9 - School Holidays F 29 M 12 * O&S 1 week later due to Tu 13 O&S Budget Scrutiny W 14 Th 15 Council FEBRUARY 2021 F 16

M 1 M 19 Tu 2 Tu 20 W 3 W 21 Planning Th 4 Th 22 F 5 Page 27 This page is intentionally left blank Agenda Item No: 5

Report To: Selection & Constitutional Review Committee

Date of Meeting: 10th October 2019

Report Title: Review of Parliamentary Polling Districts and Places 2019

Report Author & Paul Libreri - Electoral Services Manager Job Title:

Portfolio Holder Cllr Paul Bartlett Portfolio Holder for: Legal & Democratic

Page 29 Page

The purpose of this report is to review the proposals arising Summary: from the 2019 statutory review of parliamentary polling districts and places. A public consultation on the proposed polling districts and places was held in the period beginning Monday 1st July 2019.

Agenda Item 5 Significantly All borough wards. Affected Wards:

Recommendations:  That the Selection & Constitutional Review Committee adopt the polling districts as set out in Appendix 1 of the report.  That where a polling place is within the ward that the entire ward is designated as being the polling place.  That where a polling station is located outside the ward that the entire ward and the polling station building is designated as being the polling place.

. Background  List of Proposed Polling Districts and Places attached Papers: as Appendix 1.  List responses to the consultation attached as Appendix 2.  Ward maps and list of streets by ward and polling station are available at: https://www.ashford.gov.uk/councillors-meetings-and- Contact: elections/elections-and-electoral-registration/polling-

Page 30 Page districts-and-polling-places-review-2019/

Paul Libreri – Electoral Services Manager [email protected] – Tel: (01233)330462

Agenda Item No. 5

Report Title: Review of Parliamentary Polling Districts and Places 2019

Introduction and Background

1. It is the duty of the council of each district or London Borough to divide their area into polling districts for the purpose of UK parliamentary elections for so much of any constituency as is situated in their area and to keep those districts under review.

2. Section 18C of the Representation of the People Act 1983 requires every local authority to conduct a full review of parliamentary polling districts and places every five years. The current review must be completed by 31st January 2020.

Page 31 Page Proposal/Current Position

3. An interim review of polling districts and places was undertaken in 2018 to reflect the changes to ward and parish boundaries that came into force in advance of the 2019 borough and parish elections.

4. The Selection & Constitutional Review Committee adopted the current scheme of polling districts and polling places in October 2018

5. The current polling districts and places were in place for the borough and parish elections on 2 May 2019 and the European Parliamentary elections on 23rd May 2019.

6. The report proposes only one change to the current arrangements.

7. The proposed change is to relocate the polling station for polling district AE2 – South , in Aylesford & East Stour Ward, from its current location at the Salvation Army Hall, 115 Cudworth Road TN24 0BE to the Swan Community Centre, Turner Close TN24 0BE.

8. Cllr David Smith (Aylesford & East Stour) proposed the change of venue. Cllr Smith suggested that the lack of adequate parking at the Salvation Army Hall resulted in congestion for electors and inconvenience for residents on polling day. He also suggested that having both stations at the Swan Centre would make better use of a good community resource.

9. In the polling districts listed in the table below, it has not been possible to find a suitable location for a polling station within the polling district or ward. The Selection and Constitution Committee are requested to designate each ward as the polling place and to designate the following polling places located outside of the ward as polling places for the polling districts listed:

Polling District Ward Designated Polling Place AE3-Aylesford Green Aylesford & East Stour The Scout Hut, Breadlands Road BY2 - The Ridge Bybrook Spearpoint Pavilion, The Ridge

Page 32 Page CL1 - Little Burton Farm Conningbrook and Little Burton Farm Conningbrook Hotel, Canterbury Road DW2 - Eastwell (Part) The Downs West Goat Lees Community Hall, Trinity Road Towers DW4 - (Part) Downs West Goat Lees Community Hall, Trinity Road The Towers GL2 - Kennington North Goat Lees United Reformed Methodist Church, Faversham Road, GL2X Grosvenor Road Goat Lees United Reformed Methodist Church, Faversham Road, PFN1 - Park Farm North Park Farm North Recreation Centre, Field View RTW1-Tenterden West & Tenterden West St Mildred`s Church Hall, Church Road ROM1 - Westhawk Roman Mobile Polling Station, Millbank Road, Adjacent To Augustus Walk ROM2 - The Limes Roman Mobile Polling Station, Millbank Road, Adjacent To Augustus Walk SGW1 - Singleton West Singleton West Singleton Village Hall, Hoxton Close WA1 - Singleton South Washford Singleton Village Hall, Hoxton Close

Consultation Planned or Undertaken

10. A public consultation on the interim review of polling districts and polling places was held from Monday 1st July 2019 to Monday 2nd September 2019. Notice of the review and details of the proposed polling districts and polling stations were made available to all Members and were published on the Ashford Borough Council website at: https://www.ashford.gov.uk/councillors-meetings-and- elections/elections-and-electoral-registration/polling-districts-and-polling-places-review-2019/

11. Responses to and acknowledgements of receipt of the consultation documents are attached as Appendix 2.

Reasons for Supporting Option Recommended

12. The Selection & Constitutional Review Committee adopted the current scheme of polling districts and polling places as recently as October 2018 Page 33 Page 13. The current polling districts and places worked for the borough and parish elections on 2 May 2019 and the European Parliamentary elections on 23rd May 2019.

14. The number of venues available for use as polling stations is limited and the proposed arrangements make the best use of the available resources.

15. Any changes to polling district boundaries made after publication of the revised electoral register on 1st December 2019 would necessitate the republication of the electoral register in advance of a UK parliamentary election.

Next Steps in Process

16. Council to consider the recommendations of the Selection & Constitutional Review Committee on 17th October 2019.

17. Revised Electoral Register published on 1st December 2019.

Conclusion

18. The polling station scheme set out in Appendix 1 of the report including any amendments recommended by the Selection & Constitutional Review Committee should be in place to allow for the publication of the revised electoral register on 1st December 2019

Portfolio Holder’s Views

19. To be given at the meeting.

Page 34 Page

Proposed Polling Districts, Polling Places and Polling Stations 2019 Ashford Parliamentary Constituency

Ward Parish Parish Ward County Polling District Electorate Polling Place Proposal ARO Submission Aylesford South Newtown Ashford AE1-Newtown 776 Swan Community No Change No Comment & East Willesborough East Centre, Turner Stour & Newtown Close Aylesford South South Ashford AE2-South 2,524 The Salvation Army Move to the Proposed & East Willesborough Willesborough East Willesborough Hall, 115 Cudworth Swan Centre, change of venue Stour & Newtown Road, South Turner Close agreed on the Willesborough TN24 0BD basis that the new venue is more suited to the number of Page 35 Page electors. Aylesford Ashford AE3- 1,222 The Scout Hut, No Change No Comment & East East Aylesford Breadlands Road Stour Green

Ward Parish Parish Ward County Polling District Electorate Polling Place Proposal ARO Submission Beaver Ashford BE1 - Beaver 1,464 Beaver Green No Change No Comment South Nursery School, Cuckoo Lane Beaver Ashford BE2 - 1,924 South Ashford No Change No Comment South Brookfield Baptist Church, Brookfield Road Beaver Ashford BE3 - 1.228 St Francis Church No Change No Comment South Woolreeds Hall, Cryol Road Beaver Ashford BE3X - 6 St Francis Church No Change No Comment East Farrow Court Hall, Cryol Road

Ward Parish Parish Ward County Polling District Electorate Polling Place Proposal ARO Submission Biddenden Tenterden BI1 - 2,106 Biddenden No Change No Comment Biddenden Clubhouse, (Old Hall), Tenterden Road Biddenden Woodlands Tenterden BI2 - 241 Biddenden No Change No Comment Woodlands Clubhouse, (Old Hall), Tenterden Road

Ward Parish Parish Ward County Polling District Electorate Polling Place Proposal ARO Submission Page 36 Page Bockhanger Kennington Grosvenor Ashford BO1 - 2,078 Gerlach House No Change No Comment Hall Central Grosvenor Sheltered Housing, Hall Beecholme Drive

Ward Parish Parish Ward County Polling District Electorate Polling Place Proposal ARO Submission Bybrook Kennington Bybrook Ashford BY1-Bybrook 1,300 St Mary's No Change No Comment Central Community Centre, Ryland Road Bybrook Kennington Bybrook Ashford BY2 - The 761 Spearpoint Pavilion, No Change No Comment Rural East Ridge The Ridge

Ward Parish Parish Ward County Polling Electorate Polling Place Proposal ARO Submission District Charing Charing Ashford CH1 - 2,131 Charing Parish Hall, No Change No Comment Hill Rural West Charing Station Road

Ward Parish Parish Ward County Polling District Electorate Polling Place Proposal ARO Submission Conningbrook Kennington Little Ashford CL1 - Little 1,548 Conningbrook Hotel, No Change No Comment and Little Burton Rural East Burton Farm Canterbury Road Burton Farm Farm

Ward Parish Parish Ward County Polling District Electorate Polling Place Proposal ARO Submission Downs Ashford DN1 - Dane 911 Chilham Village No Change No Comment North Rural East Street And Hall, Maidstone Shottenden Road Downs Chilham Ashford DN2 - Old 488 Old Wives Lees No Change No Comment North Rural East Wives Lees Village Hall, Long

Page 37 Page Hill Downs Ashford DN3 - Molash 159 Molash Village Hall, No Change No Comment North Rural East Pound Lane Downs Ashford DN4 - 283 Godmersham & No Change No Comment North Rural East Godmersham Crundale Recreation Hall, The Street Downs Crundale Ashford DN5 - 196 Godmersham & No Change No Comment North Rural East Crundale Crundale Recreation Hall, The Street

Ward Parish Parish Ward County Polling District Electorate Polling Place Proposal ARO Submission Downs Boughton Eastwell Ashford Rural DW1 - 540 The Iron Room, No Change No Comment West Aluph & West Eastwell Faversham Road Eastwell (Part) Downs Boughton Eastwell Ashford Rural DW2 - 435 Goat Lees No Change No Comment West Aluph & West Eastwell Community Hall, Eastwell (Part) The Trinity Road Towers Downs Boughton Boughton Ashford Rural DW3 - 334 The Iron Room, No Change No Comment West Aluph & Aluph West Boughton Faversham Road

Page 38 Page Eastwell Aluph (Part) The Village Downs Boughton Boughton Ashford Rural DW4 - 171 Goat Lees No Change No Comment West Aluph & Aluph West Boughton Community Hall, Eastwell Aluph (Part) Trinity Road The Towers Downs Westwell Ashford DW4X 3 Westwell Village No Change No Comment West Central Sandyhurst - Hall, Gold Hill Farm Downs Westwell Ashford Rural DW5 - 916 Westwell Village No Change No Comment West West Westwell Hall, Gold Hill Downs Ashford Rural DW6 - 826 The New Memorial No Change No Comment West West Challock Hall, (Small Hall Ground Floor), Blind Lane

Ward Parish Parish Ward County Polling District Electorate Polling Place Proposal ARO Submission Furley Ashford FR1 - 2,301 St Theresa's No Change No Comment Central Northbrooke Catholic Primary School, Quantock Drive Furley Ashford FR1X 401 St Theresa's No Change No Comment South Magazine Catholic Primary Road School, Quantock Drive Furley Ashford FR2 - 1,786 Ashford North No Change No Comment Central Knatchbull Youth Centre,

Page 39 Page Mabledon Avenue

Ward Parish Parish Ward County Polling District Electorate Polling Place Proposal ARO Submission Goat Boughton Goat Lees Ashford Rural GL1 - 1,327 Goat Lees No Change No Comment Lees Aluph & West Boughton Community Hall, Eastwell Aluph Trinity Road Goat Kennington Kennington Ashford Rural GL2 - 503 United Reformed No Change No Comment Lees North West Kennington Methodist North Church, Faversham Road Goat Kennington Kennington Ashford Rural GL2X 44 United Reformed No Change No Comment Lees North East GROsvenor Methodist Road Church, Faversham Road

New Ward Parish Parish Ward County Polling District Electorate Polling Place Proposal ARO Submission Ashford GO1 - 1,945 Godinton Village No Change No Comment Central Godinton Hall, Loudon Way

Ward Parish Parish Ward County Polling District Electorate Polling Place Proposal ARO Submission Highfield Ashford East HI1 - Highfield 1,815 WI Hall, Church No Change No Comment Road, Willesborough Highfield & Highfield Ashford East HI2 - 218 WI Hall, Church No Change No Comment Page 40 Page Sevington Road, North Willesborough

Ward Parish Parish Ward County Polling District Electorate Polling Place Proposal ARO Submission Isle of Tenterden IO1 - 227 Kenardington No Change No Comment Oxney Kenardington Village Hall, The Wish Isle of Appledore Tenterden IO2 - 637 Appledore Village No Change No Comment Oxney Appledore Hall, 76 The Street Isle of Stone -Cum- Tenterden IO3 - Stone 380 Stone Cum No Change No Comment Oxney Ebony Ebony Memorial Hall, The Street Isle of Tenterden IO4 - 983 Wittersham No Change No Comment Oxney Wittersham Village Hall ClubRoom, The Street

Ward Parish Parish Ward County Polling District Electorate Polling Place Proposal ARO Submission Kennington Kennington Kennington Ashford KE1 - 504 WI Hall, No Change No Comment Rural East Kennington Faversham Road Lees Kennington Kennington Kennington Ashford KE1X - 19 WI Hall, No Change No Comment Central Faversham Faversham Road Road Kennington Kennington Kennington Ashford KE2 - Downs 1304 St Mary's Church No Change No Comment Rural East View Hall, Church Road

Page 41 Page Ward Parish Parish Ward County Polling District Electorate Polling Place Proposal ARO Submission Kingsnorth Kingsnorth Bridgefield Ashford KVB1 - 860 Kingsnorth No Change No Comment Village and Rural South Bridgefield Village Hall, Bridgefield Church Hill Kingsnorth Kingsnorth Kingsnorth Ashford KVB2 - 693 Kingsnorth No Change No Comment Village and Village Rural South Kingsnorth Village Hall, Bridgefield Village Church Hill Kingsnorth Kingsnorth Kingsnorth Ashford KVB3 - Stubbs 228 St Francis of No Change No Comment Village and Village Rural South Cross Assisi Mission Bridgefield Hall, Magpie Hall Road,

Ward Parish Parish Ward County Polling District Electorate Polling Place Proposal ARO Submission Mersham, Mersham & Mersham Ashford Rural MSF1 - 912 The Mountbatten No Change No Comment Sevington Sevington East Mersham Hall, The Forstal South with Mersham, Mersham & Mersham Ashford Rural MSF2 - 82 Mobile Polling No Change No Comment Sevington Sevington East Mersham & Station, Finberry South with Finberry Primary School, Finberry Avocet Way. Mersham, Mersham & Sevington Ashford Rural MFS3 – 655 Mobile Polling No Change No Comment

Page 42 Page Sevington Sevington East Sevington & Station, Finberry South with Finberry Primary School, Finberry Avocet Way Mersham, Mersham & Sevington Ashford Rural MFS4 – 36 The Mountbatten No Change No Comment Sevington Sevington East Sevington Hall, The Forstal South with South Finberry

Ward Parish Parish Ward County Polling District Electorate Polling Place Proposal ARO Submission Norman Ashford East NO1 - 1,188 United Reformed No Change No Comment Hampden Methodist Church, Cade Road Norman Ashford East NO2 - 899 Christchurch No Change No Comment Whitfield Community Hall, Christchurch Road

Ward Parish Parish Ward County Polling District Electorate Polling Place Proposal ARO Submission Park Farm Kingsnorth Park Farm Ashford Rural PFN1 - Park 1,858 Kingsnorth No Change No Comment North North South Farm North Recreation Centre, Field View

Ward Parish Parish Ward County Polling District Electorate Polling Place Proposal ARO Submission Park Farm Kingsnorth Park Farm Ashford Rural PFS1 - Park 1,860 Kingsnorth No Change No Comment South South South Farm South Recreation Centre, Field View Page 43 Page

Ward Parish Parish Ward Polling District Electorate Polling Place Proposal ARO Submission Repton Ashford RE1 - Repton 3,027 Repton Connect No Change No Comment Central Repton Avenue

Ward Parish Parish Ward County Polling District Electorate Polling Place Proposal ARO Submission Rolvenden Tenterden Rolvenden Tenterden RTW1- 584 St Mildred`s No Change No Comment & & Tenterden Tenterden Church Hall, Tenterden West West Church Road West Rolvenden Tenterden RTW2- 174 St Peters Church, No Change No Comment & Newenden Rye Road Tenterden West Rolvenden Rolvenden Rolvenden Tenterden RTW3- 874 Rolvenden No Change No Comment & Streyte Rolvenden Village Hall,

Page 44 Page Tenterden Streyte Maytham Road West Rolvenden Rolvenden Rolvenden Tenterden RTW4- 329 31 Maytham No Change No Comment & Layne Rolvenden Road, Rolvenden Tenterden Layne Layne West

Ward Parish Parish Ward County Polling District Electorate Polling Place Proposal ARO Submission Roman Kingsnorth Roman Ashford Rural ROM1 - 994 Mobile Polling No Change No Comment South Westhawk Station, Millbank Road, Adjacent To Augustus Walk Roman Stanhope The Limes Ashford South ROM2 - The 154 Mobile Polling No Change No Comment Limes Station, Millbank Road, Adjacent To Augustus Walk Roman Kingsnorth Roman Ashford Rural ROM3 - Brisley 1,004 Mobile Polling No Change No Comment South Farm Station, Land at Merino Way

Ward Parish Parish Ward County Polling District Electorate Polling Place Proposal ARO Submission Singleton Singleton East Ashford SGE1 - 1.801 Singleton Village No Change No East with Singleton South Singleton East Hall, Hoxton Comment Close Singleton Great Chart Singleton East Ashford SGE1X- 12 Singleton Village No Change No East With Rural Chilmington Hall, Hoxton Comment Singleton West Close

Page 45 Page Ward Parish Parish Ward County Polling District Electorate Polling Place Proposal ARO Submission Singleton Great Chart Singleton West Ashford SGW1 - 1979 Singleton Village No Change No West with Singleton Rural West Singleton West Hall, Hoxton Comment Close

Ward Parish Parish Ward County Polling Electorate Polling Place Proposal ARO Submission District Stanhope Stanhope Central Ashford STA1 - 1938 Stanhope No Change No Comment South Stanhope Parish Rooms, Otterden Close

Ward Parish Parish Ward County Polling Electorate Polling Place Proposal ARO Submission District Tenterden Tenterden Tenterden Tenterden TN1 - 1,039 Trinity Baptist No Change No Comment North North Homewood Church Hall, Ashford Road, Page 46 Page Tenterden Tenterden Tenterden Tenterden Tenterden TN2 - East 402 Trinity Baptist No Change No Comment North North Cross Church Hall, Ashford Road, Tenterden Tenterden Tenterden Tenterden Tenterden TN3 - West 507 St Mildred`s No Change No Comment North North Cross Church Hall, Church Road

Ward Parish Parish Ward County Polling Electorate Polling Place Proposal ARO Submission District Tenterden Tenterden Tenterden Tenterden TS1 - 1,779 Rainbow Room, No Change No Comment South South Tenterden Tenterden South Leisure Centre, Recreation Ground Road

Ward Parish Parish Ward County Polling Electorate Polling Place Proposal ARO Submission District Tenterden Tenterden Tenterden Tenterden TSM1 – 2,111 St Michael’s Hall, No Change No Comment St Michael’s St Michaels St Michael’s Grange Road, St Michaels

Ward Parish Parish Ward County Polling District Electorate Polling Place Proposal ARO Submission Upper Weald Ashford UW1 - 661 Hothfield Village No Change No Comment Rural West Hothfield Hall, Park Drive Upper Weald Ashford UW2 - 868 Pluckley Village No Change No Comment Rural West Pluckley Hall, Fir Toll, Page 47 Page Station Road Upper Weald Ashford UW3 - Little 211 Little Chart No Change No Comment Rural West Chart Village Hall, The Street Upper Weald Little Chart Ashford UW3X - Little 3 Little Chart No Change No Comment Rural West Chart Village Hall, The Hurstford Street Lane Upper Weald Charing Charing Heath Ashford UW4 - 348 Charing Heath No Change No Comment Rural West Charing Village Hall, Heath Church Hill

Ward Parish Parish Ward County Polling District Electorate Polling Place Proposal ARO Submission Victoria Ashford VI1 - Barrow 949 The Scout Hall, No Change No Comment Central Hill Forge Lane Victoria Ashford VI2 - 749 Mobile Polling No Change No Comment South Watercress Station, Ford Way Victoria Ashford VI3 - Town 753 Ashford Parish No Change No Comment South Centre Rooms, The Church Yard Victoria Ashford VI4 - Station 1,902 Ashford No Change No Comment South Community

Page 48 Page Church, Francis Road

Ward Parish Parish Ward County Polling District Electorate Polling Place Proposal ARO Submission Washford Great Washford Ashford WA1 - 595 Singleton Village No Change No Comment Chart with South Singleton Hall, Hoxton Singleton South Close Washford Kingsnorth Washford Ashford WA2 - 1,105 Mobile Polling No Change No Comment Farm Rural Washford Station, Junction South Farm of Langney Drive and Stanhope Road Washford Stanhope Speldhurst Ashford WA3 - 348 Mobile Polling No Change No Comment Close South Stanhope Station, Junction Speldhurst of Langney Drive and Stanhope Road

Ward Parish Parish Ward County Polling District Electorate Polling Place Proposal ARO Submission Weald Central Great Great Chart Ashford WC1 - Great 642 Great Chart No Change No Comment Chart With with Singleton Rural West Chart Village Village Hall, The Singleton North Street Weald Central Great Chilmington Ashford WC2 - 53 Great Chart No Change No Comment Chart With Green Rural West Chilmington Village Hall, The Singleton Green Street Weald Central High High Halden Tenterden WC3 - High 1,283 High Halden War No Change No Comment Halden Halden Memorial Hall, Ashford Road Weald Central Ashford WC4 - 1,320 Bethersden No Change No Comment

Page 49 Page Rural West Bethersden Village Hall, Forge Hill

New Ward Parish Parish Ward County Polling District Electorate Polling Place Proposal ARO Submission Weald North Egerton Ashford WN1 - 863 The Games No Change No Comment Rural West Egerton Barn, Rock Hill Road Weald North Ashford WN2 - 1,094 Hop Pocket, No Change No Comment Rural West Smarden Smarden Charter Hall, Chessenden Lane

Ward Parish Parish Ward County Polling District Electorate Polling Place Proposal ARO Submission Weald South Ashford WS1 - 1,274 Victory Hall, No Change No Comment Rural Orlestone Road South Weald South Ashford WS2 - 267 Warehorne No Change No Comment Rural Warehorne Village Hall, South Church Road Weald South Ashford WS3 - 1,041 Shadoxhurst No Change No Comment Rural Shadoxhurst Village Hall, South Hornash Lane Weald South Woodchurch Ashford WS4 - 1,663 Woodchurch No Change No Comment Rural Woodchurch Village Hall

Page 50 Page South Annexe, Front Road

Ward Parish Parish Ward County Polling Electorate Polling Place Proposal ARO District Submission Willesborough Ashford WIL1 - 780 The Scout Hut, No Change No Comment East Aylesford Breadlands Road Willesborough Ashford WIL2 - 2,531 Christchurch Hall, No Change No Comment East Hythe Road Albemarle Road Willesborough Ashford WIL3 - 1,262 Mobile Polling No Change No Comment East William Station, Junction of Harvey Blackwall Road South and Kennington Road

Ward Parish Parish Ward County Polling District Electorate Polling Place Proposal ARO Submission Wye with Wye with Ashford WY1 - Wye 1,919 Wye Village Hall, No Change No Comment Hinxhill Hinxhill Rural with Hinxhill Bridge Street East

Page 51 Page Folkestone & Hythe Parliamentary Constituency

Ward Parish Parish Ward County Polling District Electorate Polling Place Proposal ARO Submission Bircholt Brook Ashford BLT1 - Brook 257 Brook Village Hall, No Change No Comment Rural East The Street Bircholt Ashford BLT2 - 203 Evington Hall, No Change No Comment Rural East Hastingleigh Hastingleigh Bircholt Ashford BLT3 - 353 Brabourne Village No Change No Comment Rural East Brabourne Hall, Lees Road Bircholt Brabourne Ashford BLT4 - 696 Brabourne Baptist No Change No Comment Rural East Brabourne Church Hall, Plain

Page 52 Page Lees Road Bircholt Ashford BLT5 - 714 Brabourne Baptist No Change No Comment Rural East Smeeth Church Hall, Plain Road

Ward Parish Parish Ward County Polling District Electorate Polling Place Proposal ARO Submission Saxon Aldington Aldington Ashford SAX1 - 1,086 The Fraser Room, No Change No Comment Shore & Rural East Aldington Aldington Village Hall, Goldwell Lane Saxon Aldington Bonnington Ashford SAX2 - 91 The Fraser Room, No Change No Comment Shore & Rural East Bonnington Aldington Village Bonnington Hall, Goldwell Lane Saxon Ashford SAX3 - 256 Bilsington Village No Change No Comment Shore Rural Bilsington Hall, Newchurch South Road Saxon Ruckinge Ashford SAX4 - 253 Ruckinge Village No Change No Comment Shore Rural Ruckinge Hall, South Road Saxon Ruckinge Ashford SAX5 - Upper 369 No Change No Comment Shore Rural Ruckinge Hall, Bromley South Green Road Submissions to the 2019 Review of Polling District and Polling Places.

Name Position Comment Cllr David Smith Cllr, Aylesford & East Stour The two Aylesford and East Stour polling stations south of the railway line be located at the Swan Centre, Turner Close TN24 0BE.

Mr R Woods Parish Clerk, South Willesborough & Newtown Community Received and forwarded to all parish

Page 53 Page Council councillors.

Cllr Paul Bartlett Cllr, Mersham, Sevington South with Finberry, County Cllr, Acknowledged receipt. No comment on Ashford Central Division. the Ashford Central aspect of the review Mr Michael Claughton Chairman Ashford Access Acknowledged receipt. No specific comments from his committee members. Cllr Alan Cooper Parish Cllr, Bybrook Parish Ward Suggested that polling districts GL2X - Grosvenor Road (44 electors) and KE1X - Faversham Road (15 electors) be rationalised due to the small number of electors they contain. This page is intentionally left blank Agenda Item 6 Agenda Item No: 6

Report To: Selection and Constitutional Review Committee

Date of Meeting: 10th October 2019

Report Title: Representatives on Outside Bodies/Organisations

Report Author & Danny Sheppard – Member Services Manager (Operational) Job Title:

Portfolio Holder Cllr. Clarkson Portfolio Holder for: (Leader of the Council)

Summary: To advise the Committee of the need to make nominations for positions as Representatives on Outside Bodies/Organisations.

Key Decision: NO

Significantly Affected Wards: N/A

Recommendations: The Committee is asked to: -

(i) make a nomination for the appointment of a Council representative to sit on the River Stour Internal Drainage Board.

(ii) make a nomination for the appointment of a Council representative to sit on the Ashford Street Pastors Management Committee.

(iii) note the appointment of Cllr Charles Dehnel as Member Champion for the Military Covenant and Ceremonial Liaison

Policy Overview: The appointment of Members to outside bodies/organisations assists Councillors in their community engagement role.

Financial None Implications:

Legal Implications None

Equalities Impact Not Required Assessment

Other Material None Implications: Page 55 Exempt from NO Publication:

Background None Papers:

Contact: [email protected] – Tel: (01233) 330349

Page 56

Agenda Item No. 6

Representatives on Outside Bodies/Organisations

Introduction and Background

1. To advise the Committee of the need to make nominations for positions as Representatives on Outside Bodies/Organisations.

Current Position/Proposal

River Stour Internal Drainage Board

2. In line with its overall entitlement under the levy paid, the Council appoint five Representatives to the River Stour Internal Drainage Board.

3. It had been previously proposed that Mrs Aline Hicks (a former Councillor) be appointed to this Board as one of the Council’s five Representatives because of her previous experience in representing the Council from her time as an Elected Member. It was noted however that appointing a non-elected Member would “tip the balance” on the overall Board to more non-elected Members than elected. Therefore, at the Full Council meeting on the 30th May 2019 it was agreed that this appointment be not made and it be referred back to a future meeting of the Selection and Constitutional Review Committee to consider appointing a current Elected Member as the fifth Representative. The Council’s other four representatives, who were appointed in May, are Councillors Burgess, Ledger, Noel Ovenden and Smith.

4. The stated aim of the Board is to work under the authority of DEFRA, and in close partnership with the Environment Agency, Natural and Local Authorities to reduce the likelihood flooding from rivers and ordinary watercourses. The Board also has a duty to conserve and enhance the natural beauty of the flora and fauna within its drainage district whilst carrying out its works.

5. Meetings are held quarterly, normally in Canterbury on a Thursday afternoon at 2.30pm with a duration of two hours. Each representative has one vote on the Board and will represent the interests of Ashford Borough Council and its ratepayers. A good knowledge of the Ashford Borough area and an interest in flood prevention, water level management or environmental protection, as well as an awareness of Council planning procedures would be an advantage.

6. The Committee is therefore asked to consider making an appointment to this position.

Ashford Street Pastors – Management Committee

7. The Council has been approached by the Ashford Street Pastors about the possibility of appointing an Elected Member to represent the Council on their Management Committee.

Page 57 8. Ashford Street Pastors (ASP) is an inter-denominational Christian response to some of the problems seen in our community. They undertake invaluable voluntary work to support the vulnerable in our local community and working for safer streets. Commissioned in November 2010, ASP patrol in teams of men and women, usually from 10 p.m. to 4 a.m. on Friday nights, providing a peaceful presence on the night-time streets by caring for, listening to and helping people who are out on the streets while Prayer Pastors offer support through prayer and by coordinating communication. Although independent, they work in close collaboration with the police and community safety unit at Ashford Borough Council.

9. Ashford Street Pastors Management Committee Meetings are held quarterly in January, April, July and October. Councillor Heather Hayward has been proposed as a potential Representative and therefore the Committee is asked to consider who to appoint as the Council’s Representative.

Member Champion for the Military Covenant and Ceremonial Liaison

10. The Leader has indicated his wish to appoint Councillor Charles Dehnel to this previously vacant post. The Committee is therefore asked to note this appointment.

Implications and Risk Assessment

11. The appointment of Members to outside bodies/organisations assists Councillors in their community engagement role.

Conclusion

12. The Committee is asked to: -

i. Make a nomination for an appointment of a Council Representative on the River Stour Internal Drainage Board.

ii. Make a nomination for the appointment of a Council representative to sit on the Ashford Street Pastors Management Committee.

iii. Note the appointment of Cllr Charles Dehnel as Member Champion for the Military Covenant and Ceremonial Liaison

Portfolio Holder’s Views

13. The Leader of the Council is Chairman of this Committee and will give his views at the Meeting

Contact and Email

Danny Sheppard (01233) 330349 – [email protected]

Page 58 Agenda Item 7 Agenda Item No: 7

Report To: Selection & Constitutional Review Committee

Date of Meeting: 10 October 2019

Report Title: Amendment to the Terms of Reference of the Licensing Sub- Committee

Report Author & Trevor Ford Job Title: Environmental Protection and Licensing Team Leader

Portfolio Holder Cllr. Jo Gideon Portfolio Holder for: Community Safety and Wellbeing

Summary: The purpose of this report is to seek members’ agreement to amend the Terms of Reference of the Licensing Sub- Committee to include the determination of applications, suspensions, and revocations of licences

Key Decision: No

Significantly None Affected Wards:

Recommendations: The Selection and Constitutional Review Committee be asked to:-

Recommend to the Council that the suggested amendment to the Licensing Sub-Committee’s Terms of Reference be agreed.

Policy Overview: The suggested amendment to the Licensing Sub- Committee’s Terms of reference have no material implications for the council’s licensing policy. They are of an administrative nature only.

Financial None Implications:

Legal Implications None

Equalities Impact Not required – no change to practice Assessment

Other Material None Implications:

Exempt from NO Publication:

Page 59 Background N/A Papers:

Contact: [email protected] – Tel: (01233) 330397

Page 60

Agenda Item No. 7

Report Title: Amendment to the Terms of Reference of the Licensing Sub-Committee

Introduction and Background

1. The Terms of Reference of the Licensing Sub-Committee details the matters that can be considered and determined by the sub-committee.

Proposal/Current Position

2. The current wording of the terms of reference does not adequately detail the determination of certain licence applications by the Sub-Committee, or suspension/revocation of licences, where such matters are referred to the Sub-Committee by officers under delegated powers. This includes the determination and enforcement of private hire/hackney drivers licences, private hire operators licences, and private hire/hackney vehicle licences.

3. This report, in line with legal advice, therefore, seeks to amend the terms of reference to include the following;

“Requests by officers for the determination of all other licensing matters (including but not limited to applications, suspensions, revocations and other enforcement options) except those matters listed under other relevant committees”.

4. The amendment makes clearer the Sub-Committees power to make any necessary decisions regarding license applications as referred to them and where necessary make determinations relevant to the continued operation of a licence.

Implications and Risk Assessment

5. No negative impacts are associated with this amendment.

6. Positive implications surround having schemes of delegation and terms of reference that are clear to the courts in the event of appeal, and are logical to interested parties.

Equalities Impact Assessment

7. Not applicable – this amendment amounts to a clarification of existing processes and does not raise any impacts/risks.

Consultation Planned or Undertaken

8. Not applicable – this amendment amounts to a clarification of existing processes only.

Page 61 Other Options Considered

9. Not applicable

Reasons for Supporting Option Recommended

10. To ensure that the schemes of delegation and terms of reference are clear, concise, and defensible in the event of a statutory licensing appeal.

Next Steps in Process

11. Subject to Council approving the recommendation, the Constitution will be amended accordingly.

Conclusion

12. This minor amendment is necessary to ensure that the terms of reference for the committee remain clear, concise, and defensible in the event of statutory appeals.

Contact and Email

13. Trevor Ford Environmental Protection and Licensing Team Leader [email protected] (01233) 330397

Page 62