Agenda and minutes

Apologies for absence were received from Councillors Mrs Hopkinson, Legard and Mrs Sanderson.

There were no public questions.

To approve as a correct record the minutes of the Ordinary Meeting of Council held on 15 May 2015.

The minutes of the Ordinary Meeting of Council held on 15 May 2014 were presented.

Resolved

That the minutes of the Ordinary Meeting of Council held on 15 May 2014 be approved and signed by the Chairman as a correct record.

To receive notice of any urgent business which the Chairman considers should be dealt with at the meeting as a matter of urgency by virtue of Section 100B(4)(b) of the Local Government Act 1972.

There was one item of urgent business which the Chairman considered should be dealt with as a matter of urgency by virtue of Section 100B(4)(b) of the Local Government Act 1972 (as amended):

-To establish a Constitution Working Party.

The reason for urgency was the need to review constitutional procedures to ensure they reflected the move to paperless working.

Members to indicate whether they will be declaring any interests under the Code of Conduct.

Members making a declaration of interest at a meeting of a Committee or Council are required to disclose the existence and nature of that interest.  This requirement is not discharged by merely declaring a personal interest without further explanation.

The following interests were declared:

Councillor Mrs Burr declared a personal non-pecuniary but not prejudicial interest in agenda item 10 (Delivering the Council's Priorities 2014-2018) as she delivered apprenticeships, owned properties and contributed to jobs in Ryedale.

Councillor Clark declared a personal non-pecuniary but not prejudicial interest in agenda item 11, minute 11 (Ryedale Folk Museum – Request for Investment) as a North Yorkshire County Councillor.

Councillor Mrs Frank declared a personal non-pecuniary but not prejudicial interest in agenda item 11, minute 11 (Ryedale Folk Museum – Request for Investment) as the ward Member and as she had spoken to staff.

Councillor Mrs Goodrick declared a personal non-pecuniary but not prejudicial interest in agenda item 10 (Delivering the Council's Priorities 2014-2018) as the Council’s representative on CAB.

To receive any announcements from the Chairman, the Leader and/or the Head of Paid Service.

The Chief Executive made the following announcements:

·        That strike action would be taking place on 10 July 2014 and that Members would be kept informed of any implications;

·        That all electors would be receiving a form or letter in late July 2014, detailing what they need to do for the transition to Individual Electoral Registration.

From Cllr Clark to the Chair of P&R

In 2008 Ryedale District Council gave £250,000 to Ryedale Folk Museum.  As a result predictions were made for 5 years time.

1.    What was the number of visitors in 2008?

What was the predicted figure for 2013?

What was the number of visitors in 2013?

2.    What was the number of FTE employees of Ryedale Folk Museum in 2008?

What was the predicted number of FTE employees of Ryedale Folk Museum for 2013?

What was the number of FTE employees of Ryedale Folk Museum in 2013?

3.    What was the number of volunteers in 2008?

What was the predicted number of volunteers for 2013?

What was the number of volunteers in 2013?

1.         Councillor Clark submitted the following question:

To Councillor Mrs Cowling, the Chairman of the Policy & Resources Committee:

“In 2008 Ryedale District Council gave £250,000 to Ryedale Folk Museum.  As a result predictions were made for 5 years time.

What was the number of visitors in 2008?

What was the predicted figure for 2013?

What was the number of visitors in 2013?”

The Chairman of the Policy & Resources Committee, Councillor Mrs Cowling replied

“What was the number of visitors in 2008  -                      40,000

What was the predicted no. of visitors for 2013 -             80,000

What was the number of visitors in 2013  -                      26,000”

Councillor Clark asked the following supplementary question:

“Does the Chair of P&R consider in terms of economic development, the policy for this Council, does she believe that was a success??”

Councillor Mrs Cowling replied:

“The investment delivered what it was supposed to deliver, which was the introduction of the Harrison Collection to the Folk Museum.”

2.         Councillor Clark submitted the following question:

To Councillor Mrs Cowling, the Chairman of the Policy & Resources Committee:

“In 2008 Ryedale District Council gave £250,000 to Ryedale Folk Museum.  As a result predictions were made for 5 years time.

What was the number of FTE employees of Ryedale Folk Museum in 2008?

What was the predicted number of FTE employees of Ryedale Folk Museum for 2013?

What was the number of FTE employees of Ryedale Folk Museum in 2013?”

The Chairman of the Policy & Resources Committee, Councillor Mrs Cowling replied

“What was the number of employees of RFM in 2008 -        9 FTE

What was the predicted no. of FTE employees for 2013 -  13 FTE

What was the number of FTE employees in 2013 -            Although it varies over the year, this averages at 8 FTEs”

Councillor Clark asked the following supplementary question:

“On the basis that this investment was done under the heading of economic development, albeit to put in a very valuable museum collection, the reason for putting in the money into that collection was that it would be good for the economy of Ryedale and good particularly for that part of Ryedale. On that basis, does the Chair of P&R think it was a successful investment in terms of economic development?”

Councillor Mrs Cowling replied:

“The Museum, along with everybody else has had to cut its coat according to its cloth in the years since 2008 and a lot of us aren't doing and aren't achieving what we thought we might be doing in 2013.”

3.         Councillor Clark submitted the following question:

To Councillor Mrs Cowling, the Chairman of the Policy & Resources Committee:

“In 2008 Ryedale District Council gave £250,000 to Ryedale Folk Museum.  As a result predictions were made for 5 years time.

What was the number of volunteers in 2008?

What was the predicted number of volunteers for 2013?

What was the number of volunteers in 2013?”

The Chairman of the Policy & Resources Committee, Councillor Mrs  ...  view the full minutes text for item 33.

Councillor Mrs Cowling, the Leader of the Council, presented the following statement:

“Tonight we are going to be debating the merits of our business plan and setting the framework for us to work within for the next 4 years. When we come back after summer we shall start the process of setting our budget for next year. Hopefully the success of the green waste scheme will give us some further flexibility in our budget and we may also be in a position to receive some news regarding the leisure contract procurement exercise. The meetings to facilitate the site selection process for our local plan are now underway – we have at last got to the interesting bit!

This is a list of the meetings I have attended since we last met:

02/06/2014 Housing Board

1. Membership of the board was increased to better align with the Local Enterprise Partnership aspirations for growth in housing. The new members are an elected member from the East Riding( cllr Simon Fraser), a representative from registered providers of housing ( Paul Lightfoot from Broadacres, Shaun Tyman from Yorkshire Coast Homes on a rotating basis and Julia Histon from York Housing association as a reserve)and a representative from the building industry ( Paul Newman, MD of Barratt Homes).

2. The partnership has a very good web site where there is lots of information available and agendas and minutes can be viewed. www.northyorkshirestrategichousingpartnership.co.uk

04/06/2014 Ryedale Folk Museum Presentation

10/06/2014 Malton Ward Walk

1. This is a very informative event organised by the Fitzwilliam Estate, which gives a behind the scenes look at what is going on in Malton – if you haven’t attended yet I would highly recommend it.

11.06.2014 Careers CPD Event

1. Brilliant event – what I took away from the event most was the disparity between careers advice available in the different schools in our patch

11/06/2014 Parish Liaison Meeting

1. The liaison meeting was very well attended as usual with some very probing questions from the parishes – particularly around site allocations in the service villages – the agenda and minutes are available on our website.

12/06/2014 Site allocation meeting

1. Again if you have not been able to attend the two meetings held so far then I would highly recommend that you attend the last meeting on the 15th July. Even if it does not involve the parishes that you represent, it will give you a very good insight into how the selection process works. There will also be ongoing work with the market towns around site selection

17/06/2014 Interviews for Corporate Director

1.  A full day of very intensive work! You all now know the outcome. Congratulations to Phil!

18/06/2014 Ryedale Strategic Partnership

1. Again the agenda and minutes are available on our website if you wish to see them. Jos has circulated what was a very good presentation from Moorsweb a project which has been enormously beneficial in providing fast internet services in some of the more isolated areas  ...  view the full minutes text for item 34.

The Chief Executive submitted a report (previously circulated) which presented the delivery against the Councils priorities in 2013/14 to Council, summarised the challenges facing the Council for the next 12 months and sought to reaffirm the Aims and Strategic objectives of the Council Business Plan for 2014/15 within this context.

Councillor Mrs Cowling moved and Councillor Arnold seconded the recommendations in the report.

Councillor Clark moved and Councillor Woodward seconded the following amendment:

            Return “Housing Need” from 2 to 1 in our priorities.

On being put to the vote, the amendment was lost.

Recorded Vote

For

Councillors Joy Andrews, Paul Andrews, Mrs Burr, Clark, Maud, Richardson, Walker, Ward and Woodward.

Against

Councillors Acomb, Arnold, Bailey, Collinson, Mrs Cowling, Cussons, Mrs Frank, Fraser, Mrs Goodrick, Hawkins, Hicks, Hope, Ives, Raper, Wainwright and Windress.

Abstentions

Councillors Mrs Keal and Mrs Shields.

Councillor Mrs Keal moved and Councillor Mrs Shield moved a further amendment, as follows:

            Add the words “and the Ryedale Foodbank” after “to CAB” in Aim 4e).

On being put to the vote, the amendment was carried.

Voting Record

11 votes for

10 votes against

6 abstentions

On being put to the vote, the substantive motion was then carried.

Resolved

(i)            That Members note the progress made by the Council in delivering its priorities in 2013/14 and agree the challenges to be faced in 2014/15 that become the aims and objectives;

(ii)          That Members agree the Aims and Strategic Objectives of the Council Business Plan for 2014/18, with an amendment to add the words “and the Ryedale Foodbank” after “to CAB” in Aim 4e).

Voting Record

20 votes for

2 votes against

5 abstentions

Policy and Resources Committee – 19 June 2014

Minute 9 – Exempt Information

Minute 11 – Ryedale Folk Museum – Request for Investment

Policy and Resources Committee – 19 June 2014

Minute 9 – Exempt Information

It was moved by Councillor Mrs Cowling and seconded by Councillor Arnold that the meeting move into exempt session.

Upon being put to the vote the motion was carried.

Resolved

That under Section 100(A)(4) of the Local Government Act 1972 that the public be excluded from the meeting for the following item as there will be a likely disclosure of exempt information as defined in Paragraph 31 of Part 1 of Schedule 12A of the Act as the information provided relates to financial or business affairs of any particular person (including the authority holding that information).

Voting Record

15 votes for

7 votes against

4 abstentions

Minute 11 – Ryedale Folk Museum – Request for Investment

It was moved by Councillor Mrs Cowling and seconded by Councillor Arnold that the following recommendations of the Policy & Resources Committee in relation to the Ryedale Folk Museum (RFM) be approved and adopted.

That Council approves the recommendations in the exempt  report.

Councillor Mrs Frank moved and CouncillorAcomb seconded the following amendment:

The Council is recommended to approve:

Delete the words “of up to £150000.00” from (i)

(i)            Financial investment into the Ryedale Folk Museum on the following basis

a.     Any loan awarded to the RFM will be subject to a charge on Crosland House and the appointment of a suitably experienced member to the RFM board

Delete b.

Delete i

Add    - with the consequent number changes to the conditions

i.           Ryedale District Council (RDC) supports a phased schedule of payments (paid as a loan – agreement of terms to be delegated to officers) to reflect the projected shortfall as illustrated on the cash flow dated 25^th June 2014 up to a maximum of £75k, coupled with continuing close scrutiny by appropriate officers and the member elected to represent the council on the trustee board of the RFM.  The aim is to minimise the amount loaned by RDC and reduce financial risk. The production of a business plan is to be a priority over the following 4 months and subject to the following conditions

1.    Urgent and immediate action be taken to fund raise in order to minimise support needed from RDC

2.     Appointment by the RFM of independent external financial advisors to support development of robust financial and accounting procedures

3.    Appointment by the RFM of external marketing  and PR support to increase visitor numbers

4.    Works being progressed that will ensure the completion of the Glass Furnace project by March 2015

5.    Undertaking an organisational review (leading to the development of a long term business plan) in partnership with ACE, PHF, and RDC, to be completed by March 2015, with an RDC officer to be on the steering group for the review.  The review will include governance arrangements and Trustee responsibilities.

6.    Commitment by RFM to the implementation of an agreed action plan ( agreed by the stakeholders in 5 above) to deliver the findings of  ...  view the full minutes text for item 36.

1)            Proposed by Councillor Mrs Cowling and seconded by Councillor Arnold

1. That the decision not to appoint a Deputy Leader as a job share with the Leader made at the Annual Council meeting on the 15th May 2014 be revoked.

This motion is put without prejudice to the Council's ability to reconsider the matter  afresh.

2. That Council Procedure rule 14.2, which precludes consideration of a motion previously rejected at Council be suspended pursuant to Council procedure rule 23 in relation to the consideration of part 3 of the motion below only.

3.  That the Council should appoint a Deputy Leader of the Council.

4. In the event that Council decides to appoint a Deputy Leader that nominations be sought for the position and that council appoints a Deputy Leader.

[Additional signatories: Councillors Raper, Mrs Frank, Windress, Collinson, Cussons and Legard.]

2)            Proposed by Councillor Mrs Goodrick and seconded by Councillor Mrs Cowling

We, the undersigned, consider it to be in the best interests of the Council to reconsider the decision made at the Council meeting on 6 March 2014 in relation to minute number 114: "Final Report - Scrutiny Review of Member Roles on Outside Bodies and as Member Champions".

For this purpose it is therefore moved:-

1. That the following resolved provisions of the decision of the Council meeting on 6 March 2014 be revoked :

“(ii)        That substitute representatives be appointed for outside bodies, where the governance arrangements permit, and that it be the nominated representatives responsibility to notify the substitute if they are unable to attend a meeting of the outside body;

(iii)         That a précis from Member representatives on outside bodies be published on the website following each meeting, subject to the approval of the outside bodies, to ensure feedback of key decisions and discussions relevant to the Council is available, and including their attendance record;

(v)         That nominations of representatives to outside bodies should be made by Council based on their skills and expertise, in addition to attendance records, and that Members be asked to provide an oral statement of this upon nomination.” 

2. That the remaining resolved provisions under minute number 114 remain intact.

[Additional signatories: Councillors Collinson, Fraser, Hicks, Arnold, Mrs Hopkinson and Mrs Sanderson.]

1.     The following motion submitted by Councillor Mrs Cowling and Councillor Arnold was ruled out of order:

1. That the decision not to appoint a Deputy Leader as a job share with the Leader made at the Annual Council meeting on the 15th May 2014 be revoked.

This motion is put without prejudice to the Council's ability to reconsider the matter  afresh.

2. That Council Procedure rule 14.2, which precludes consideration of a motion previously rejected at Council be suspended pursuant to Council procedure rule 23 in relation to the consideration of part 3 of the motion below only.

3.  That the Council should appoint a Deputy Leader of the Council.

4. In the event that Council decides to appoint a Deputy Leader that nominations be sought for the position and that council appoints a Deputy Leader.

2.     The following motion submitted by Councillor Mrs Goodrick and by Councillor Mrs Cowling was ruled out of order.

We, the undersigned, consider it to be in the best interests of the Council to reconsider the decision made at the Council meeting on 6 March 2014 in relation to minute number 114: "Final Report - Scrutiny Review of Member Roles on Outside Bodies and as Member Champions".

For this purpose it is therefore moved:-

1. That the following resolved provisions of the decision of the Council meeting on 6 March 2014 be revoked :

“(ii)        That substitute representatives be appointed for outside bodies, where the governance arrangements permit, and that it be the nominated representatives responsibility to notify the substitute if they are unable to attend a meeting of the outside body;

(iii)         That a précis from Member representatives on outside bodies be published on the website following each meeting, subject to the approval of the outside bodies, to ensure feedback of key decisions and discussions relevant to the Council is available, and including their attendance record;

(v)         That nominations of representatives to outside bodies should be made by Council based on their skills and expertise, in addition to attendance records, and that Members be asked to provide an oral statement of this upon nomination.” 

2. That the remaining resolved provisions under minute number 114 remain intact.

This business was deferred to the next Ordinary Meeting of Full Council where time was available.

This business was deferred to the next Ordinary Meeting of Full Council where time was available.

The Chief Executive submitted a report (previously circulated) which set out recommendations to Council regarding the Members' Allowances Scheme, having regard to the review of those allowances carried out by the Council's Independent Remuneration Panel.

Councillor Mrs Cowling moved and Councillor Arnold seconded the recommendations in the report.

Councillor Mrs Cowling moved and Councillor Mrs Frank seconded the following amendment:

Upon being put to the vote, the amendment was carried.

Recorded Vote

For

Councillors Acomb, Arnold, Bailey, Collinson, Mrs Cowling, Cussons, Mrs Frank, Fraser, Mrs Goodrick, Hawkins, Hicks, Hope, Ives, Maud, Raper, Wainwright and Windress.

Against

Councillors Joy Andrews, Paul Andrews, Mrs Burr, Clark, Mrs Keal, Richardson, Mrs Shields, Walker, Ward and Woodward.

Abstentions

None.

Councillor Clark then moved and Councillor Woodward seconded a further amendment, as follows:

            Delete – allowance of Deputy Leader of £530.45

On being put to the vote, the amendment was lost.

Voting Record

10 votes for

16 votes against

1 abstention

Upon being put to the vote, the substantive motion was then carried.

Resolved 

That the following changes to the Scheme of Members' Allowances be approved:  

1.    The basic allowance of £3,551.64 be increased annually for the next four years effective 15 May 2014 and then each 1 April by reference to the annual percentage award to officers under the National Joint Council for Local Government Services for spinal column 34;

2.    That the current system where Councillors can receive more than one special responsibility allowance be retained;

3.    That the following Special Responsibility Allowances be paid:

4.    That all allowances should include  ...  view the full minutes text for item 40.

There was one item of urgent business: to establish a Constitution Working Party.

            Resolved

To establish a Constitution Working Party to report to the Policy and Resources Committee such Working Party to comprise the Chairman of Council and Group Leaders.

The terms of reference of the Constitution Working Party be to review the constitution and make recommendations to the Policy and Resources Committee.

There being no other business, the meeting closed at 10.50pm.