Agenda and draft minutes

Policy and Resources Committee
Thursday, 19th March, 2020 6.30 pm

Venue: Council Chamber, Ryedale House, Malton

Contact: Ellen Walker  43455

Items
No. Item

109.

Apologies for absence

Minutes:

Apologies for absence were received from Cllr Arnold, Cllr Frank, Cllr Burr and Cllr Thackray.

110.

Declarations of Interest

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.

Minutes:

Cllr Delaney declared a personal, pecuniary but prejudicial interest in item 22 as a trustee of the Milton Rooms.  Cllr Delaney left the room and did not participate in the vote for this item.

111.

Minutes of the Meeting held on 6 February 2020

Supporting documents:

Minutes:

Decision

 

That the minutes of the Policy and Resources Committee held on 6 February 2020 be approved and signed by the Chairman as a correct record.

 

Voting record

5 For

1 Abstention

112.

Urgent Business

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.

Minutes:

There was one item of urgent business regarding the Council’s COVID-19 response.  The reason for the urgency was the ongoing public health emergency situation.

113.

Minutes of the Constitution Working Party held on 12 February 2020

Supporting documents:

Minutes:

The minutes of the Constitution Working Party held on 12 February 2020 were received.

114.

Minutes of the Car Parking Working Party held on 25 February 2020

Supporting documents:

Minutes:

The minutes of the Car Parking Working Party held on 25 February 2020 were received.

PART 'A' ITEMS - MATTERS TO BE DEALT WITH UNDER DELEGATED POWERS OR MATTERS DETERMINED BY COMMITTEE

115.

Recommendations from Grants Working Party held on 9 March 2020

Supporting documents:

Minutes:

Cllr Duncan proposed, and Cllr Docwra seconded the following amendment:

 

That the recommendations be amended to include an award of 25% of total project costs, up to £2,182, for the Hovingham Clock project.

 

Resolved

 

Upon being put to the vote the amendment was passed.

 

Voting record

3 For

2 Against

1 Abstention

 

Decision

 

That the recommendations of the Grants Working Party held on 9 March 2020 be approved, subject to the amendment to award 25% of total project costs, up to £2,182, for the Hovingham Clock project.

 

Voting record

4 For

2 Abstentions

116.

Performance Report

Supporting documents:

Minutes:

Considered – report of the Head of Communications, Technologies and Business Transformation.

 

Decision

 

The progress report on performance was noted.

 

Voting record

Unanimous

117.

Ryedale Housing Strategy Review and Action Plan 2015-2021

Supporting documents:

Minutes:

Considered – report of the Housing Services Manager

 

Decision

 

That the progress update is noted and the revised Action Plan for 20/21 is agreed.

 

Voting record

Unanimous

118.

Draft Ryedale Homelessness and Rough Sleeper Review and Strategy 2020-25

Supporting documents:

Minutes:

Considered – report of the Housing Services Manager.

 

Decision

 

That the draft strategy is approved for further consultation.

 

Voting record

Unanimous

119.

Implementation of the Climate Change Action Plan - Progress Report

Supporting documents:

Minutes:

Considered – report of the Programme Director for Economic Development, Business and Partnerships

 

Decision

 

That the Climate Change Action Plan Progress Report is noted.

 

Voting record

Unanimous

120.

Ryedale Destination Development Plan

Supporting documents:

Minutes:

Considered – report of the Programme Director for Economic Development, Business and Partnerships

 

Decision

 

To endorse the Ryedale Destination Development Plan to promote growth in tourism and increase the value of the visitor economy by 5% over the next three years and support local businesses and attractions via a partnership approach.

 

Voting record

4 For

2 Against

PART 'B' ITEMS - MATTERS REFERRED TO COUNCIL

121.

Recommendations of the Constitution Working Party held on 12 March 20

Supporting documents:

  • Document To Follow

Minutes:

This item was withdrawn prior to the meeting.

122.

Council Plan 2020-2024

Appendix 1 to follow

Supporting documents:

Minutes:

Considered – report of the Chief Executive

 

Comments received from the Liberal Group on the Council Plan 2020-2024 document were circulated and discussed.

 

Recommendation

 

That the Council Plan 2020-2024 is approved, which is attached as Appendix 1 to the report.

 

Voting record

4 For

2 Against

123.

Response to Motion to Council and Consultation on Proposed HCV Restriction

Supporting documents:

Minutes:

Considered – report of the Programme Director of Economic Development, Business and Partnerships

 

 

Recommendation

 

It is recommended to Council that:

 

(i)            The Council welcomes the commitment from North Yorkshire County Council to undertake work to develop proposals for a junction that allows for all-direction movements between York Road and the A64, near the western end of the Malton Bypass. It is understood that the intention is to develop proposals to a stage whereby bids for funding the junction could be submitted at short notice.

 

            Further, officers will continue discussions with colleagues at North Yorkshire County Council with the aim of identifying options and developing proposals for a junction or slip roads between Broughton Road and the A64.

 

(ii)           Council approve a suggested response to the County Council’s consultation stating that the only way to solve the HCV problem in Malton is to deliver infrastructure

 

Voting record

Unanimous

ITEMS TO NOTE

124.

Public Service Hub Update

Minutes:

The Chairman provided the following update:

 

“In February, Officers met with representatives from the One Public Estate team to clearly establish the parameters of the newly agreed Public Services Hub project on the Ryedale House site following the amalgamation of funding originally allocated to two projects – the Malton Public Services Hub (originally proposed for Wentworth Street), and the development of the Ryedale House site.

 

Available remaining funding and eligibility of spend was confirmed.  Funds can be used in any way which will best help RDC to deliver this project, including consultancy and salary costs to allow for additional capacity to develop a scheme.  Whilst there are no contractual timescales for spend, we need to be conscious that funding was originally allocated in 2018 and tangible progress towards achieving the agreed key outputs of creating a shared Public Services Hub and delivery of affordable housing needs to be made.

 

Officers have identified three key pieces of work to proceed with:

 

i.              Revisit the partnership to redefine the needs of partners for the new PSH and for their existing sites, and to scope out the possibility of incorporating other partners;

ii.             Preparation of a new brief to commission a piece of work to look at the feasibility of a range of options for the Ryedale House site;

iii.            Development of an updated project plan with timescales to share with the One Public Estate team.

 

Preparation of a brief to secure additional external expertise to support the process is underway.

 

Decision

That the update is noted.

 

Voting record

Unanimous

EXEMPT INFORMATION

125.

Exempt Information

To consider a resolution to exclude the press and public from the meeting during consideration of the following items:

 

Annex 1 of Item 19 (Committee Approval for Urgent Capital Works) as provided by paragraphs 3 and 5 of Schedule 12A of Section 100A of the Local Government Act 1972, as it contains information relating to the financial or business affairs of any particular person (including the authority holding that information) and is in respect of which a claim to legal professional privilege could be maintained in legal proceedings.

 

Item 20 (Housing Benefit Debtor Write Offs) as provided by paragraph 1 of Schedule 12A of Section 100A of the Local Government Act 1972, as it contains information relating to an individual.

 

Item 21 (To Receive the Minutes of the Milton Rooms Working Party held on 26 February 2020) as provided by paragraphs 1, 2 and 3 of Schedule 12A of Section 100A of the Local Government Act 1972, as it contains information relating to an individual, information which is likely to reveal the identity of an individual and information relating to the financial or business affairs of any particular person (including the authority holding that information).

 

Item 22 (To Consider Recommendations from the Milton Rooms Working Party held on 17 March 2020) as provided by paragraphs 1, 2 and 3 of Schedule 12A of Section 100A of the Local Government Act 1972, as it contains information relating to an individual, information which is likely to reveal the identity of an individual and information relating to the financial or business affairs of any particular person (including the authority holding that information).

 

Item 23 (Update on the Railway Tavern, Norton) as provided by paragraph 3 of Schedule 12A of Section 100A of the Local Government Act 1972, as it contains information relating to the financial or business affairs of any particular person (including the authority holding that information).

 

The public interest test has been considered and, in all the circumstances of the case, the public interest in maintaining the exemption is considered to outweigh the public interest in disclosing the information.

Minutes:

Resolved

 

To exclude the press and public from the meeting for discussion of the following items:

 

Item 19 (Committee Approval for Urgent Capital Works) as provided by paragraphs 3 and 5 of Schedule 12A of Section 100A of the Local Government Act 1972, as it contains information relating to the financial or business affairs of any particular person (including the authority holding that information) and is in respect of which a claim to legal professional privilege could be maintained in legal proceedings.

 

Item 20 (Housing and Benefit Debtor Write Offs) as provided by paragraph 1 of Schedule 12A of Section 100A of the Local Government Act 1972, as it contains information relating to an individual.

 

Item 21 (To Receive the Minutes of the Milton Rooms Working Party held on 26 February 2020) as provided by paragraphs 1, 2 and 3 of Schedule 12A of Section 100A of the Local Government Act 1972 as it contains information relating to an individual, information which is likely to reveal the identity of an individual and information relating to the financial or business affairs of any particular person (including the authority holding that information).

 

Item 23 (Update on Railway Tavern, Norton) as provided by paragraph 3 of Schedule 12A of Section 100A of the Local Government Act 1972, as it contains information relating to the financial or business affairs of any particular person (including the authority holding that information).

 

The public interest test has been considered and, in all the circumstances of the case, the public interest in maintaining the exemption is considered to outweigh the public interest in disclosing the information.

EXEMPT PART 'A' ITEMS - MATTERS TO BE DEALT WITH UNDER DELEGATED POWERS OR MATTERS DETERMINED BY COMMITTEE

126.

Committee Approval for Urgent Capital Works

Supporting documents:

Minutes:

Considered – report of the Head of Waste and Environment

 

Decision

 

(i)         To replace the roof and re-ducting works totalling £91,152 at Ryedale Swim and Fitness Centre in Pickering and

 

(ii)        To meet the obligation of the lease at the former waste transfer station on Showfield Lane in Malton that delegated approval is given to the Chief Finance Officer (S151 Officer) in consultation with the Chair of Policy and Resources Committee once the value of the dilapidations claim is agreed, notwithstanding that the Council will seek recompense from the sub-tenant, with an update to be brought to Policy and Resources Committee on the outcome

 

Voting record

Unanimous

127.

Housing Benefit Debtor Write Offs

Minutes:

Considered – report of the Chief Finance Officer

 

Decision

 

That the item be deferred for consideration at the next meeting of the Policy and Resources Committee.

 

Voting record

Unanimous

128.

To Receive the Minutes of the Milton Rooms Working Party held on 26 February 2020

Minutes:

The minutes of the Milton Rooms Working Party held on 26 February 2020 were received.

129.

To Consider Recommendations from the Milton Rooms Working Party on 17 March 2020

Supporting documents:

Minutes:

Considered – the recommendations from the Milton Rooms Working Party held on 17 March 2020.

 

Decision

 

That the recommendations be approved.

 

Voting record

Unanimous

EXEMPT PART 'B' ITEMS - MATTERS REFERRED TO COUNCIL

130.

Update on the Railway Tavern, Norton

Minutes:

Considered – report of the Programme Director for Economic Development, Business and Partnerships

 

Recommendation

 

To approve the recommendation as set out in the report.

 

Voting record

Unanimous

131.

Any other business that the Chairman decides is urgent.

Supporting documents:

Minutes:

This item was taken under item 5.

 

Considered – report of the Chief Executive

 

Recommendation

 

It is recommended to Full Council that

 

(i)        The initial approach to service delivery, prioritising support to local people, be noted and endorsed, as set out in Appendix 1;

 

(ii)       Further measures to support local people will be put in place as the situation emerges and the government issues more guidance;

 

(iii)      The delegated powers held by the Chief Executive for use in an emergency be noted;

 

(iv)      The Council make available from Strategic Reserve a sum of £250k to support the Council’s response;

 

(v)       To agree that where resources are required above this amount on an urgent basis, that the s.151 officer discusses this with the Leader before authorising any spend;

 

(vi)      To note that we will also work with other organisations and government to assist where we can, and await further guidance from central government on a number of issues, including business rates and the payment of benefits.  This may require creating a further contingency.

 

Voting record

Unanimous