Agenda and draft minutes

The Chair will ask for nominations for the Office of Chair of the Council for the ensuing Civic Year.

(The Chair, if nominated, may not vote on their own election).

Councillor Eileen Wragg, Vice Chair of Council, invited nominations for the election of Chair of Council, to serve until the Annual General Meeting of East Devon District Council until May 2026.   

Councillor Del Haggerty proposed, which was duly seconded by Councillor Joe Whibley that Councillor Eleanor Rylance be elected as Chair of Council to serve until the next Annual General Meeting in May 2026.

Councillor Mike Goodman proposed, which was duly seconded by Councillor Aurora Bailey that Councillor Jenny Brown be elected as Chair of Council to serve until the next Annual General Meeting.

Having been put to the vote the motion was carried by a majority show of hands to appoint Councillor Eleanor Rylance as Chair of Councill to serve until the next Annual Council Meeting in May 2026. 

The Chair of Council then read the formal Declaration of Acceptance of Office:  “I Councillor Eleanor Rylance having been elected to the Office of Chair of East Devon District Council declare that I take that Office upon myself and will duly and faithfully fulfil the duties of it according to the best of my judgement and ability.  I undertake to observe East Devon District Council’s local code as to the conduct which is expected of members of East Devon District Council.

Councillor Eleanor Rylance signed the declaration in the presence of the Chief Executive.

RESOLVED:  That Councillor Eleanor Rylance is appointed as the Chair of Council for East Devon District Council until the Annual Council Meeting of East Devon District Council in May 2026.

The Chair will ask for nominations for the appointment of the Vice-Chair of the Council for the ensuing year.

The Chair of Council, invited nominations for the election of Vice Chair of Council, to serve until the Annual Council Meeting of East Devon District Council until May 2026.   

Councillor Todd Olive proposed, which was duly seconded by Councillor Eileen Wragg that Councillor Charlotte Fitzgerald be elected as Vice Chair of Council to serve until the next Annual Council Meeting in May 2026.  Having been put to the vote the motion was carried by a majority show of hands.

The Vice Chair of Council then read the formal Declaration of Acceptance of Office:  “I Councillor Charlotte Fitzgerald having been elected to the Office of Chair of East Devon District Council declare that I take that Office upon myself and will duly and faithfully fulfil the duties of it according to the best of my judgement and ability.  I undertake to observe East Devon District Council’s local code as to the conduct which is expected of members of East Devon District Council.

Councillor Charlotte Fitzgerald signed the declaration in the presence of the Chief Executive.

RESOLVED:  That Councillor Charlotte Fitzgerald is appointed as the Vice Chair of Council for East Devon District Council until the Annual General Meeting of East Devon District Council in May 2026.

The minutes of the Annual Council meeting held on 8 May 2024 were approved as a correct record and signed by the Chair of Council.

Apologies received from Councillors Olly Davey, Marcus Hartnell, Mike Howe, Ben Ingham, Ben Ingham, Tony McCollum and Sophie Richards.

Guidance is available online to Councillors and co-opted members on making declarations of interest

None.

Information on public speaking is available online

No members of the public had registered to speak at the meeting.

Information on matters of urgency is available online

There were none.

The Chair of Council confirmed that it had been an honour and privilege to be elected as Chair of East Devon District Council to continue representing the Council in the local area and across Devon and thanked councillors for being appointed as the Chair of Council.

To agree any items to be dealt with after the public (including the Press) have been excluded. Thereare no itemswhich officersrecommendshould be dealtwithin thisway.

There were no items of confidential/exempt items.

The Chair of Council invited nominations for the election of Leader of Council

to serve until the Annual General Meeting of East Devon District Council in May 2026.

Councillor Paul Hayward proposed, which was duly seconded by Councillor Del Haggerty that Councillor Paul Arnott be elected as Leader of Council to serve until the next Annual General Meeting in May 2026.  

Councillor Ian Barlow proposed, which was duly seconded by Councillor Alasdair Bruce that Councillor John Heath be elected as Leader of Council to serve until the next Annual General Meeting in May 2026.

Having been put to the vote the motion to appoint Councillor Paul Arnott was carried by a majority show of hands.

RESOLVED:  That Councillor Paul Arnott is appointed as the Leader of Council for East Devon District Council until the Annual General Meeting of East Devon District Council in May 2026.

The Leader of Council confirmed that Councillor John Loudoun is appointed as the Deputy Leader of Council until the Annual Council Meeting of East Devon District Council in May 2026.

The Leader will recommend the Cabinet members to act as Portfolio Holders.

The Leader of Council confirmed the appointment of Portfolio Holders and Assistant Portfolio Holders:

The Council received a report setting out the proposed allocation and appointment of members for seats on the Council’s committees, the appointment of Chairs, Vice Chairs, members appointments to panels, forums and joint bodies, the appointment of members to outside bodies, the appointment of member champions, approving the Council’s Constitution for 2025/2026 and to seek confirmation of the Conservative Group as the formal opposition.

Recommendation 1:  Council Constitution 2025/2026

Members noted that the Constitution Working Group set up in 2024 had been working on amendments to the Constitution which would come forward to a future full Council meeting.  In the meantime the Constitution remained unchanged from 2024/2025 and the Chair of Council moved the recommendation which was put to the vote and carried by a majority show of hands.

RESOLVED:  That the Council’s Constitution for 2025/2026 is approved.

Recommendation 2:  Political Balance and allocation of committee places.

The Chair moved the recommendation which was carried by a majority show of hands.

RESOLVED:  That Council notes the political balance of the Council and agrees the proposed allocation of committee places for 2025/2026.

Recommendation 3:  Terms of Reference, size and quorum arrangements for all committees.

The Chair moved the recommendation which was carried by a majority show of hands.

RESOLVED:  That Council approves the Terms of Reference, size and quorum arrangements for all committees as set out in the Council’s Constitution and approved that the size of the Overview Committee is increased to 15 seats and Housing Review Board (Housing Scrutiny Committee) is increased to 8 seats.

Recommendation 4:  Appointment of Chairs and Vice Chairs of Committees, members to the Council’s committees and panels, forums and joint bodies.

The Chair moved the recommendation which was carried by a majority show of hands.

RESOLVED: 

1.     That Council approves that the size of the Overview Committee is increased to 15 seats and Housing Review Board to 8 seats.

2.     That the Council appoints the Chairs and Vice Chairs of Committees  members to the Council’s committees and panels, forums and joint bodies as follows:

Audit and Governance Committee (10 seats)

(Democratic Alliance Group 5, Conservative 2, Independent Group 1, Cranbrook Voice 1 and Independent Councillor Group 1)

Quorum 3

Co-opted non-voting Independent Member who shall be suitably qualified to support elected representatives in scrutinising local authority finances.

Housing Review Board (8  ...  view the full minutes text for item 13.

The Leader of Council submitted a report containing particulars of all ‘key decisions’ taken as urgent during the course of the year which are required to be reported under regulation 19 of the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012.

Council noted the report.

The Council received a report setting out the work of the Scrutiny Committee during the civic year 2024 – 25.

RESOLVED:  That the Scrutiny Committee Annual Report for 2024/2025 is noted.

The Council received a report setting out the work of the Overview Committee during the civic year 2024 – 25.

RESOLVED:  That the Overview Committee Annual Report for 2024/2025 is noted.

The Council received a report setting out the work of the Housing Review Board during the civic year 2024 – 25.

RESOLVED:  That the Housing Review Board Annual Report for 2024/2025 is noted.

The Council received a report setting out the work of the Audit & Governance Committee during the civic year 2024 – 25.

RESOLVED:  That the Audit & Governance Committee Annual Report for 2024/2025 is noted.

To note the report from the Member Champions for

Armed Forces Covenant – Councillor Vicky Johns

Arts & Culture – Councillor Olly Davey

Mental Health – Councillor Susan Westerman

Sports and Leisure – Councillor Simon Smith

Safeguarding – Councillor John Heath  

The Council received a report setting out the work of the Member Champions during the civic year 2024 – 25, including:

·        Armed Forces Covenant

·        Arts & Culture

·        Mental Health

·        Sports & Leisure

·        Safeguarding

RESOLVED:  That the Member Champions Annual Reports for 2024/2025 is noted.