Agenda and draft minutes

Policy and Resources Committee
Thursday, 12th November, 2020 6.30 pm

Venue: Virtual meeting

Contact: Ellen Walker  43455

Link: View video recording

Items
No. Item

1.

Apologies for absence

Minutes:

Apologies for absence were received from Councillor Docwra, Councillor Mackenzie substituted.

2.

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:

No interests were declared.

3.

Minutes of the meeting held on 24 September 2020

Supporting documents:

Minutes:

Decision

 

That the minutes of the Policy and Resources Committee held on 24 September 2020 be approved and signed by the Chair as a correct record, subject to an amendment to the title of minute 140 to include reference to the policies approved.

 

Voting record

7 For

3 Abstentions

4.

Minutes from the Local Plan Working Party held on 21 October 2020

Supporting documents:

Minutes:

The minutes of the Local Plan Working Party held on 21 October 2020 were received.

5.

Recommendations from Grants Working Party held on 3 November 2020

Supporting documents:

Minutes:

Councillor Arnold proposed and Councillor Duncan seconded the following amendment:

 

That the recommendation in respect of the award for Next Steps is amended to 25% of total project costs.

 

Resolved

 

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

 

Voting record

Unanimous

 

Decision

 

That the recommendations of the Grants Working Party held on 3 November 2020 be approved, subject to the amendment to award Next Steps 25% of total project costs.

 

Voting record

Unanimous

6.

Recommendations from the Constitution Working Party held on 9 November 2020

Supporting documents:

Minutes:

Recommendation

 

Council is recommended to approve the Leader and Deputy Leader elements of the motion, as amended.

 

Voting record

5 For

5 Against

Chair’s casting vote – For

 

Recorded vote

For

Councillors Arnold, Delaney, Duncan, Graham and Mackenzie

Against

Councillors J Andrews, Burr, Clark, Frank and Riby

7.

Test and Trace Support Payments

Supporting documents:

Minutes:

The Committee level decision made under urgency powers was received and the Constitutional requirement was met.

8.

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 budget to bring full LGR proposals to completion.  The reason for the urgency was that, following a decision made at Full Council on 5 November 2020 to submit outline proposals for local government reform, a decision was required at this meeting before the deadline imposed by Government.

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

9.

2019-20 Statement of Accounts

Supporting documents:

Minutes:

Considered – report for the Chief Finance Officer (s.151)

 

Councillor Clark proposed and Councillor J Andrews seconded the following amendment:

 

That the Annual Governance Statement be amended to include a target date of 31 March 2021 for the proposed ‘review of previous Biodiversity Action Plan’.

 

Resolved

 

Upon being put to the vote the amendment was carried.

 

Voting record

Unanimous

 

Councillor Clark proposed and Councillor J Andrews seconded the following amendment:

 

That, in relation to the ‘HR policies and procedures – review and approval’ Control Issue, the Annual Governance Statement be amended be include ‘Action plan towards developing level for the Equality Framework for Local Government’ as an Action Proposed, with a target date of 31 March 2021.

 

Resolved

 

Upon being put to the vote the amendment was carried.

 

Voting record

Unanimous

 

Decision

 

That members:

-        approve the 2019-20 Statement of Accounts (Appendix A of the report), including the Annual Governance Statement, as amended

-        authorise the Chief Finance Officer (s151) and the Chairman of the Policy & Resources Committee to sign the letter of representation (Appendix B of the report)

-        note the External Auditors’ Audit Findings ISA 260 Document (Appendix C of the report); and

-        that delegated authority is given to the s151 officer in consultation with the Chairman of Policy and Resources to approve any further non-material adjustments required to the Statement of Accounts as a result of the external audit

 

Voting record

Unanimous

10.

HR Policy Revision - Capability and Disciplinary Policies

Supporting documents:

Minutes:

Considered – report of the Head of Human Resources

 

Councillor Clark proposed and Councillor J Andrews seconded the following motion:

 

That this item is referred to Full Council.

 

Resolved

 

Upon being put to the vote the amendment was lost.

 

Voting record

5 For

5 Against

Chair’s casting vote – Against

 

Decision

 

The revised policies are agreed for implementation.

 

Voting record

Unanimous

11.

Removal of Restriction on Sale of Property

Supporting documents:

Minutes:

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

 

Councillor Clark proposed and Councillor J Andrews seconded the following amendment:

 

Delete the second bullet point from beginning to end.

 

Resolved

 

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

 

Voting record

5 For

5 Against

Chair’s casting vote – Against

 

Councillor Frank proposed and Councillor Clark seconded the following amendment:

 

That the second bullet point be amended to include consultation with the Director of Planning at the North York Moors National Parks Authority.

 

Upon being put to the vote the amendment was lost.

 

Voting record

5 For

5 Against

Chair’s casting vote – Against

 

Decision

 

·           the council’s guidance on the removal of s.157 restrictions is amended in line with the proposed wording set out at s.6.4 of the report

·           any future decisions on the lifting of a s157 restriction be delegated to the Programme Director for Economic Development, Business and Partnerships, in consultation with the Chair of the Policy & Resources Committee

 

Voting record

8 For

1 Against

1 Abstention

12.

Appointment of Working Parties and Sub-Committees

Supporting documents:

Minutes:

This item of business was deferred until the next meeting of the Policy and Resources Committee.

PART 'B' ITEMS - MATTERS REFERRED TO COUNCIL

13.

Timetable of Meetings 2021-2022

Supporting documents:

Minutes:

Considered – report of the Head of Corporate Governance

 

Recommendation

 

Council is recommended to approve the timetable of meetings, attached as Annex A to the report, as a basis for working in 2021-22.

 

Voting record

Unanimous

14.

HR Policy Revision - Recruitment Policy

Supporting documents:

Minutes:

Considered – report of the Head of Human Resources

 

Recommendation

 

The revised policy is agreed for implementation.

 

Voting record

Unanimous

15.

HR Policy Revision - Pay Policy

Supporting documents:

Minutes:

Considered – report of the Head of Human Resources

 

Recommendation

 

The revised policy is agreed for implementation.

 

Voting record

Unanimous

16.

Localisation of Council Tax Support 2021/2022 Scheme

Supporting documents:

Minutes:

Considered – report of the Chief Finance Officer (s.151)

 

Councillor Clark proposed and Councillor J Andrews seconded the following amendment:

 

Add ‘apart from increased discount for families with 3 or more children’ to recommendation (i)

 

Resolved

 

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

 

Voting record

4 For

5 Against

1 Abstention

 

Recommendation

 

(i)         a Local Council Tax Support Scheme for 2021/2022 which is unchanged from 2020/2021; and

(ii)        to authorise the Section 151 Officer in consultation with the Chairman of Policy and Resources Committee to undertake the necessary consultation work to design a scheme for 2022/2023, in light of the experience in previous years, to be presented to Policy and Resources Committee in November 2021.

 

Voting record

6 For

3 Abstentions

17.

Treasury Management Annual Report 2019-20

Supporting documents:

Minutes:

Considered – report of the Chief Finance Officer (s.151)

 

Recommendation

 

Council is recommended to:

 

(i)         Note the annual treasury management report for 2019/20, with thanks to Officers; and

 

(ii)        Approve the actual 2019/20 prudential and treasury indicators in this report.

 

Voting record

Unanimous

18.

Revenue and Capital Budget Monitoring - Q2 2020/21

Supporting documents:

Minutes:

Considered – report of the Chief Finance Officer (s.151)

 

Recommendation

 

It is recommended that Council:

 

i)          Notes the contents of the report.

 

Voting record

Unanimous

19.

Ryedale's Financial Strategy 2021-25

Supporting documents:

Minutes:

Considered – report of the Chief Finance Officer (s.151)

 

Recommendation

 

The Council is asked to note the content of Appendix 1 of the report which form the basis of the Council’s Financial Strategy.  This paper builds on that presented in September to Full Council.

 

Members are also asked to consider and approve the proposed areas for consultation with the public, as set out in Appendix 2 of the report.

 

Voting record

Unanimous

20.

To Consider the Submission to Government of the York and North Yorkshire Devolution Asks

Supporting documents:

Minutes:

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

 

Recommendation

 

It is recommended to Council that:

 

(i)         Agreement is given to submission of the York and North Yorkshire devolution asks to Government, so that devolution negotiations can commence.

 

Voting record

6 For

2 Against

2 Abstentions

21.

Exempt information

To consider a resolution to exclude the press and public from the meeting during consideration of the following item 23 (Financial Support for Continued Leisure Provision in Ryedale) 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 and 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 item 23 (Financial Support for Continued Leisure Provision in Ryedale) 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.

22.

Financial Support for Continued Leisure Provision in Ryedale

Minutes:

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

 

The item was referred to the Full Council meeting to be held on 3 December 2020, to enable Officers to obtain further information.

23.

Any other business that the Chairman decides is urgent.

Supporting documents:

Minutes:

This item was taken under item 9.

 

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

 

Decision

 

(i)         A budget of £49k be set aside from reserves to funding Ryedale District Council’s contribution to the cost of bringing a full proposal for local government reorganisation before government by 9 December.

 

(ii)        Authority be given to the Chief Executive Officer to determine the appropriate allocation of that budget in accordance with the rules of delegation.

 

Voting record

5 For

5 Against

Chair’s casting vote – For