Agenda, decisions and minutes

There were no apologies for absence.

There were no apologies for absence.

            Resolved

That the minutes of the meeting of the Policy and Resources Committee held on 23 June 2011 be approved and signed by the Chairman as a correct record.

            Resolved

That the minutes of the meeting of the Policy and Resources Committee held on 23 June 2011 be approved and signed by the Chairman as a correct record.

To endorse the above minutes.

            Resolved

That the minutes of the meeting of the Resources Working Party on 13 September 2011 be received.

            Resolved

That the minutes of the meeting of the Resources Working Party on 13 September 2011 be received.

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.

The Chairman reported that there were no items of urgent business to be considered at the meeting.

The Chairman reported that there were no items of urgent business to be considered at the meeting.

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.

There were no declarations of interest.

There were no declarations of interest.

            Resolved

That the Annual Statement of Accounts and Annual Governance Statement be approved. 

The Head of Financial & Revenue Services submitted a report (previously circulated) which presented the Annual Statement of Accounts and Annual Governance Statement.

Councillor Knaggs moved and Councillor Mrs Knaggs seconded that the Annual Statement of Accounts and Annual Governance Statement be approved.  On being put to the vote, this motion was carried.

            Resolved

That the Annual Statement of Accounts and Annual Governance Statement be approved. 

            Resolved

            That the external audit report on the 2011 audit be accepted.

The Head of Financial & Revenue Services submitted a report (previously circulated) which presented the external audit report on the 2011 audit.

The external auditors highlighted the key issues raised in the report for Members.

Councillor Acomb moved and Councillor Knaggs seconded that the external audit report on the 2011 audit be accepted.  On being put to the vote, this motion was carried.

            Resolved

            That the external audit report on the 2011 audit be accepted.

            Resolved

            That the current status of the project be noted.

The Head of Environment submitted a report (previously circulated) on the capital proposal regarding Ryedale Pool Gym Facility for Members’ consideration as resolved at Full Council on the 18 July 2011.

In light of correspondence from Community Leisure Limited (CLL) following this Council meeting it was not now possible to take this scheme forward.

A copy of the resolution on this matter from the meeting of the Commissioning Board on 22 September 2011 was circulated to Members.

Councillor Acomb moved and Councillor Mrs Goodrick seconded the officer recommendation in the report.  On being put to the vote, this motion was carried.

            Resolved

            That the current status of the project be noted.

            Resolved

            That the report be noted.

The Head of Transformation submitted a report (previously circulated) which detailed progress with delivering the Council Plan.

The Leader of the Council provided Members with a verbal update on the meeting of the Business Forum held on 29 September 2011.

            Resolved

            That the report be noted.

            Resolved

That the Corporate Director (s151), in consultation with the Chairman of Policy and Resources Committee, submit a response to the Consultation on Localising support for council tax in England’.

The Corporate Director (s151) submitted a report (previously circulated) which informed Members of the consultation ‘Localising support for council tax in England’ and the implications thereof.

Councillor Knaggs moved and Councillor Ives seconded the officer recommendation in the report.  On being put to the vote, this motion was carried.

            Resolved

That the Corporate Director (s151), in consultation with the Chairman of Policy and Resources Committee, submit a response to the Consultation on Localising support for council tax in England’.

            Resolved

That Members recommend to Council the following allocations of the 2010/2011 New Homes Bonus:

1.    £100k to restart the small business grants scheme, with a report on the scheme in 12 months time;

2.    £114,540 to establish a Community investment fund with:

a.    Decision making delegated to a member panel of six members, 4 of whom shall be members of the Conservative group, chaired by the Chairman of Policy and Resources Committee;

b.    The criteria for funding to be approved by the Policy and Resources Committee, reflecting the need for proposals to be genuinely additional and to bear in mind the geographical distribution of new homes generating the bonus;

c.    An annual report to be presented to the Policy and Resources Committee on the work of the panel.

3.    To inform future decision, the North Yorkshire Moors National Park to be invited to give a presentation on proposals to allocate grant generated by its planning decisions.

The Corporate Director (s151) submitted a report (previously circulated) which provided details of the New Homes Bonus (NHB) Scheme and the funding which Ryedale District Council (RDC) would receive in 2011/2012. Options for the use of this funding were also presented.

Councillor Knaggs moved and Councillor Ives seconded the following motion:

“That Members recommend to Council the following allocations of the 2010/2011 New Homes Bonus:

1.    £100k to restart the small business grants scheme, with a report on the scheme in 12 months time;

2.    £114,540 to establish a Community investment fund with:

a.    Decision making delegated to a member panel of six members, 4 of whom shall be members of the Conservative group, chaired by the Chairman of Policy and Resources Committee;

b.    The criteria for funding to be approved by the Policy and Resources Committee, reflecting the need for proposals to be genuinely additional and to bear in mind the geographical distribution of new homes generating the bonus;

c.    An annual report to be presented to the Policy and Resources Committee on the work of the panel.

3.    To inform future decision, the North Yorkshire Moors National Park to be invited to give a presentation on its work.”

Councillor Mrs Burr moved and Councillor Maud seconded an amendment to allocate £50k to the small business grants scheme and £164,540 to the Community investment fund.  On being put to the vote, this amendment was lost.

Councillor Bailey moved and Councillor Legard seconded an amendment to remove the words “its work” from the end of point 3 of the motion and add the words “proposals to allocate grant generated by its planning decisions”.  On being put to the vote, this amendment was carried.

The substantive motion was then put to the vote and carried.

            Resolved

That Members recommend to Council the following allocations of the 2010/2011 New Homes Bonus:

1.    £100k to restart the small business grants scheme, with a report on the scheme in 12 months time;

2.    £114,540 to establish a Community investment fund with:

a.    Decision making delegated to a member panel of six members, 4 of whom shall be members of the Conservative group, chaired by the Chairman of Policy and Resources Committee;

b.    The criteria for funding to be approved by the Policy and Resources Committee, reflecting the need for proposals to be genuinely additional and to bear in mind the geographical distribution of new homes generating the bonus;

c.    An annual report to be presented to the Policy and Resources Committee on the work of the panel.

3.    To inform future decision, the North Yorkshire Moors National Park to be invited to give a presentation on proposals to allocate grant generated by its planning decisions.

            Resolved

            That Council be recommended:

            That the following parameters for the preparation of the 2012/2013 budget be approved:

(i)         Proposals be brought forward for a 2.5% increase in Council tax (unless the Government provides additional specific grant to enable a nil increase);

(ii)        Increases in fees and charges to be 3.5% - 4.5% on a cost centre heading basis excluding VAT and only those charges officers recommend above or below this figure to be considered by the relevant policy committee;

(iii)       Efficiencies to be maximised;

(iv)       Options for service cuts to be provided. These proposals to be considered by the Resources Working Party and the Policy and Resources Committee.

The Corporate Director (s151) submitted a report (previously circulated) which formed the basis of preparation and planning for the 2012/2013 Council budget.

Councillor Mrs Knaggs moved and Councillor Mrs Goodrick seconded the officer recommendation in the report.  On being put to the vote, this motion was carried.

            Resolved

            That Council be recommended:

            That the following parameters for the preparation of the 2012/2013 budget be approved:

(i)         Proposals be brought forward for a 2.5% increase in Council tax (unless the Government provides additional specific grant to enable a nil increase);

(ii)        Increases in fees and charges to be 3.5% - 4.5% on a cost centre heading basis excluding VAT and only those charges officers recommend above or below this figure to be considered by the relevant policy committee;

(iii)       Efficiencies to be maximised;

(iv)       Options for service cuts to be provided. These proposals to be considered by the Resources Working Party and the Policy and Resources Committee.

            Resolved

That Council be recommended to resolve to take no further action on the Community Governance Review for Malton and Norton-on-Derwent.

The Council’s Solicitor submitted a report (previously circulated) which  considered the outcome of the public consultation exercise on the Community Governance Review proposals for the amalgamation of Malton and Norton-on-Derwent Town Councils and considered what further action should be taken in the Community Governance Review against the background of the public consultation response.

Councillor Acomb moved and Councillors Mrs Burr seconded the officer recommendation in the report.  On being put to the vote, this motion was carried.

            Resolved

That Council be recommended to resolve to take no further action on the Community Governance Review for Malton and Norton-on-Derwent.

            Resolved

            That Council be recommended:

(i)            That it be maintained as a rule of the Constitution that there are no substitute Members for Overview & Scrutiny Committee by reinstating clause 28.5 in Part 4 of the Constitution –Rules of Procedure in the following terms :

                        “28.5   Overview and Scrutiny Committees

Substitute Members cannot be drawn from those Members who sit on the Policy and Resources and Community Services Committees.”

(ii)          That a change to Council Procedure Rule 28.1 be approved such that for each Committee where substitution is applicable the maximum number of substitutes in respect of each Political Group becomes 50% of that group’s membership on the relevant committee, rounded up if necessary, subject to a minimum of 2.

The Council’s Solicitor submitted a report (previously circulated) which considered the procedural arrangements for substitute Members of Committees and to increase the maximum number of substitutes in respect of each Political Group  at any meetings.

Councillor Knaggs moved and Councillor Mrs Burr seconded Option B at paragraph 2.1 of the report.  On being put to the vote, this motion was carried.

Councillors Knaggs moved and Councillor Mrs Knaggs seconded the officer recommendation at paragraph 2.2 of  the report.  On being put to the vote, this motion was carried.

            Resolved

            That Council be recommended:

(i)            That it be maintained as a rule of the Constitution that there are no substitute Members for Overview & Scrutiny Committee by reinstating clause 28.5 in Part 4 of the Constitution –Rules of Procedure in the following terms :

                        “28.5   Overview and Scrutiny Committees

Substitute Members cannot be drawn from those Members who sit on the Policy and Resources and Community Services Committees.”

(ii)          That a change to Council Procedure Rule 28.1 be approved such that for each Committee where substitution is applicable the maximum number of substitutes in respect of each Political Group becomes 50% of that group’s membership on the relevant committee, rounded up if necessary, subject to a minimum of 2.

            Resolved

            That Council be recommended:

            That the following be approved:

(i)     The Business Case for the provision of an Internal Audit Service from the 1 April 2012;

(ii)    Delegated authority to the Council Solicitor to conclude the legal contract for the Council to be stakeholders in Veritau (North Yorkshire) Ltd a subsidiary of Veritau Ltd.  The subsidiary company will be a regulated company under the terms of the Local Authorities (Companies) Order 1995;

(iii)   Noting that the Corporate Director (s151) will agree a service level agreement with Veritau (North Yorkshire) Ltd for the provision of Internal Audit Services for the financial year commencing April 2012; and

(iv)   Appointment of the Council’s Corporate Director (s151) as the Council’s Director to the Board of Veritau (North Yorkshire) Ltd.

The Corporate Director (s151) submitted a report (previously circulated) which informed Members of developments regarding the future provision of the Internal Audit service and to sought approval of the business case proposing a merger of the North Yorkshire Audit Partnership (NYAP) with Veritau (a company set up by North Yorkshire County Council and the City of York to provide their Internal Audit service), through the establishment of a new company.

Accordingly the proposal involves the Council agreeing to:

(i)            Become a founder member of the new company;

(ii)          Become a company member of the company;

(iii)         Appoint an officer as its Director of the company;

(iv)         Authorise the officer to exercise the Council’s powers as a company member at general meetings of the company.

In relation to paragraph 9.1 of the report, it was confirmed that the current support services charges to the NYAP were £6,000.

Councillor Knaggs moved and Councillor Legard seconded the officer recommendations in the report.  On being put to the vote, this motion was carried.

            Resolved

            That Council be recommended:

            That the following be approved:

(i)     The Business Case for the provision of an Internal Audit Service from the 1 April 2012;

(ii)    Delegated authority to the Council Solicitor to conclude the legal contract for the Council to be stakeholders in Veritau (North Yorkshire) Ltd a subsidiary of Veritau Ltd.  The subsidiary company will be a regulated company under the terms of the Local Authorities (Companies) Order 1995;

(iii)   Noting that the Corporate Director (s151) will agree a service level agreement with Veritau (North Yorkshire) Ltd for the provision of Internal Audit Services for the financial year commencing April 2012; and

(iv)   Appointment of the Council’s Corporate Director (s151) as the Council’s Director to the Board of Veritau (North Yorkshire) Ltd.

There being no items of urgent business, the meeting closed at 8.42pm.

There being no items of urgent business, the meeting closed at 8.42pm.