Councillors Mrs Shields (in the Chair), Andrews, Clark, Cussons, Hawkins, Mrs Wilford, Windress
Mrs A Adnitt, J Barnett, P Cresswell, J Ingham and Mrs M Jackson
239. Apologies for Absence
Apologies for absence were received from Councillors Raper and Ms Warriner.
240. Minutes
The minutes of ordinary meeting of the Overview & Scrutiny Committee held on 7 August 2008 and the special meeting of the Committee held on 19 August 2008 (previously circulated) were submitted.
These minutes were submitted to Council on 4 September 2008. With reference to Minute No.181 (Call-in of Community Services & Licensing Committee decision, Single Homelessness Strategy for North Yorkshire and Local Action Group) the recommendation to create a Steering Group to consider affordable housing issues was not accepted. Upon being put to the vote the following course of action was agreed:
(a) Council instructs Community Services and Licensing Committee to consider affordable housing as a standing item on the agendas
(b) Community Services and Licensing Committee considers how best to meet the aspirations expressed by Overview and Scrutiny Committee.
Resolved
That the minutes of the ordinary meeting of the Overview & Scrutiny Committee held on 7 August 2008 and special meeting of the Committee held on 14 August 2008 be approved and signed by the Chairman as a correct record.
241. Urgent Business
The Chairman reported that there was one item to be dealt with at the meeting as a matter or urgency by virtue of Section 100(B)(4)(b).
242. Declarations of Interest
No declarations of interest were received.
243. Matters Referred for Decision in Relation to Call-in
There were no items to report.
244. Responses from Full Council, Policy & Resources Committee and Community Services & Licensing Committee to Reports of Overview & Scrutiny Committee
There were no matters to report.
245. Annual Governance Report
The Corporate Director (S151) submitted the Annual Governance Report for 2007/08 (previously circulated) as prepared by Deloitte.
The report had been generally satisfactory and had only highlighted some minor areas for improvement. Members were asked to note the draft letter of representation included within the report.
The Chairman advised that she had met with the Chair of Policy and Resources to review the report and found it to be very satisfactory.
Resolved
That the report be received.
246. Annual Governance Statement Action Plan
The Corporate Director (S151) submitted the Action Plan for implementation in 2008/09 (previously circulated) which had been produced following the Annual Governance Statement 2007/08.
The Plan highlighted issues, proposed action and targets dates. The issues included:
The action plan was discussed in detail and Members were of the opinion that the document would be a helpful tool for the work of the Committee. Councillor Clark suggested that it would be useful to inform Members of the Committee when one of the Control Issues was behind schedule or unlikely to meet its target date.
Resolved
That the report be received.
247. Internal Audit – Half Year Report
The Audit Partnership Manager submitted a report (previously circulated) in order to present the Interim Internal Audit Report for the period to 31 August 2008 from the North Yorkshire Audit Partnership.
The full report was appended at annex A, and provided an assurance statement for the financial systems of the Council, based on the work undertaken to date, and past experience. It also provided a brief synopsis of the issues arising at each of the audits completed in the period, which allowed the Committee to be aware of control issues that had been identified.
Resolved
That the report be received.
248. Waste Management Scrutiny Review
The Performance Manager submitted a report (previously circulated) in order to update Members on the progress of the review.
To date Members had received briefing notes and held discussion on the following areas of interest:
a. Packaging – the regulations in place and how local companies were dealing with these.
b. The likely future impact of the landfill allowance trading scheme on the Council and its finances and ultimately the impact for the taxpayer.
c. The opportunities for waste minimisation – Ryedale continued to see a yearly increase in the level of household waste collected – what could be done to reverse this trend, so that overall levels of waste are reduced.
d. The state of the market for recycled material and its implications for the Council and its costs.
e. The results of the plastics and cardboard recycling trials;
f. What was the likely future for the disposal of waste and what implications might this have for residents and the Council;
g. How trade waste was dealt with in the district, with particular regard to re-use and recycling, including the results of the recycling trial in Malton and Norton;
h. The potential for joint waste authorities and the costs and benefits this may bring.
The Committee had met on the 14 August 2008 in order to specifically consider trade waste and any recommendations that may come from the review. Mr Ian Fielding, Assistant Director (Waste Management), North Yorkshire County Council had addressed the Committee on the 24 September 2008 regarding strategic issues facing the County and their impact on Ryedale.
The meeting to review waste management services with residents currently receiving the trial kerbside recycling of plastic and card board had not taken place as planned. Further consideration was being given as to how best to engage with residents.
A draft final report was in preparation and would need agreement from the Committee prior to circulating for comment to all those who had contributed to the review. A final report could then be agreed, prior to presentation to the Community Services and Licensing Committee.
Resolved
That the report be noted.
249. Scoping of Affordable Housing Review
The Corporate Director presented a report (previously circulated) on behalf of the Head of Economy & Housing in order to consider undertaking a review of affordable housing as part of its work programme, and in order to agree the scope and programme for any such review
Members were reminded that the Committee had discussed housing issues at a Special meeting held on the 19 August 2008 when it had been resolved that Full Council create a broad based Steering Group for Affordable Housing, with the aim “To enable Ryedale District Council to have a strategy and systems that ensure that the affordable housing stretch target was achieved”. However Full Council on the 4 September 2008 subsequently resolved to “instruct Community Services and Licensing Committee to consider affordable housing as a standing item on its agendas” and to “consider how best to meet the aspirations expressed by Overview and Scrutiny Committee”. The CS & L Committee on 25 September then agreed to undertake the following actions:
a. Affordable Housing tabled as a standing item on all Community Services and Licensing Agendas:
b. The reporting of progress against the Housing Strategy Action Plan being brought to each meeting;
c. The development of a set of performance indicators to improve the means by which Ryedale District Council measures its performance against the delivery of affordable housing targets;
d. The regular reporting of the indicators to committee;
e. To bring forward for discussion and approval new initiatives to enable the Council to both deliver its affordable housing objectives and to help those in housing need.
f. To invite presentations from officers and partners on the following:
g. To run a briefing session for Members that would cover the following;
Given the background it was vital that any review of affordable housing activities take account of the activities of the Community Services and Licensing Committee.
The Committee discussed the report at length and Members felt that it was most important that any work undertaken should be complimentary to the work of the Community Services and Licensing Committee, and not duplication. The Corporate Director advised that the Audit Commission were also currently undertaking a review on affordable housing within all districts of North Yorkshire.
Following a detailed discussion it was agreed to make the following recommendations;
Resolved
That the Overview and Scrutiny Committee recommends:
1. That the Community Services and Licensing Committee incorporate the following elements into the work they are undertaking in relation to affordable housing provision.
2. That the Overview and Scrutiny Committee incorporate “the performance of other Local Authorities/Benchmarking, with investigation of ‘success stories’ in other parts of the UK to identify good practise” into their (review) work.
3. That the Overview and Scrutiny Committee defer their Affordable Housing review until Spring 2009.
250. Decisions from Other Committees
Lists of decisions from the following Committees were submitted:
Councillor Clark referred to the Policy & Resources decisions in particular that relating to the Corporate Health & Safety Policy, and reported that there had been no debate on this item.
Resolved
That the lists of decisions of the Community Services & Licensing Committee held on the 25 September 2008, and the Policy & Resources Committee held on the 2 October 2008 be received.
251. Urgent Business
The following item was to be considered as a matter of urgency by virtue of Section 100B of the Local Government Act 1972.
Date of Next Meeting
The Chairman reported that the next meeting of the Overview & Scrutiny Committee scheduled for the 11 December 2008 would have to be rearranged. It was agreed to reschedule the meeting for Thursday 18 December 2008. There would also be a further car park review meeting to be held on 23 October 2008.