Agenda and minutes

Policy and Resources Committee
Thursday, 15th March, 2018 6.30 pm

Venue: Council Chamber, Ryedale House, Malton

Contact: Nicki Lishman  476

Recording: Listen to the recording

Items
No. Item

62.

Apologies for absence

Minutes:

Apologies for absence were received from Councillor Bailey.

 

[Councillor Burr was present for agenda items 1-8 and 12.]

63.

Minutes

Supporting documents:

Minutes:

The minutes of the meeting held on 8 February 2018 were presented.

 

Resolved

 

That the minutes of the meeting held on 8 February 2018 be approved and signed by the Chairman as a correct record.

64.

To Receive Minutes from Working Parties

Minutes:

The following minutes were received:

·         Resources Working Party held on 8 March 2018

·         Grants Working Party held on 5 March 2018

65.

To Consider the Recommendations from the Resources Working Party held on 8 March 2018

Supporting documents:

Minutes:

Considered – the recommendations of the Resources Working Party on 8 March 2018.

 

Decision

 

That the recommendations from the Resources Working Party held on 8 March 2018 be approved.

 

 

Voting Record

9 For

0 Against

0 Abstentions

66.

To Consider the Recommendations from the Grants Working Party held on 5 March 2018

Supporting documents:

Minutes:

Considered – the recommendations of the Grants Working Party on 5 March 2018.

 

Decision

 

That the recommendations from the Grants Working Party held on 5 March 2018 be approved.

 

 

Voting Record

9 For

0 Against

0 Abstentions

67.

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 were no items 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).

68.

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:

The following interests were declared:

 

Councillor Val Arnold declared a personal non-pecuniary but not prejudicial interest as a North Yorkshire County Councillor.

 

Councillor Cowling declared a personal non-pecuniary but prejudicial interest in agenda item 10 (Housing Benefit Debtor Write Offs) as she knew an individual referred to in the report.  She left the room and took no part in the discussion or the vote on this item.

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

69.

Exempt item

That under Paragraph 1 of Part 1 of Schedule 12A of the Local Government Act 1972 (as amended), the public be excluded from the meeting for the following items as they contain information relating to an individual.

Minutes:

Resolved

 

That under Paragraph 1 of Part 1 of Schedule 12A of the Local Government Act 1972 (as amended), the public be excluded from the meeting for the following item as it contains information relating to an individual.

 

Voting Record

8 For

0 Against

0 Abstentions

70.

Housing Benefit Debtor Write Offs

Minutes:

Considered – Report of the Resources and Enabling Services Lead (s151).

 

Decision

 

That the Policy and Resources Committee approve the write off the debt as detailed in the report.

 

 

Voting Record

7 For

0 Against

0 Abstentions

71.

Parish Election Recharges

Supporting documents:

Minutes:

Considered – Report of the Resources and Enabling Services Lead (s151).

 

Decision

 

That the Policy and Resources Committee approve consultation with Parish Councils regarding the introduction of recharges for scheduled Parish Council elections from 2023 based on:

 

a)            For contested elections, a rate per elector of £2;

b)            For uncontested elections, a flat fee of £50;

c)            For grouped parishes, this would be charged per parish;

d)            For warded parishes, this would be charged per ward.

 

 

Voting Record

8 For

0 Against

0 Abstentions

PART 'B' ITEMS - MATTERS REFERRED TO COUNCIL

72.

Public Service Hub for Ryedale

Supporting documents:

Minutes:

Considered – Report of the Chief Executive (Interim).

 

Recommendation to Council

 

That Council agree the following:

 

i)             To lead the development of a Public Service Hub for Ryedale, as the principle location for Ryedale District Council services, with the aim of vacating Ryedale House by Autumn 2020, and committing £2.5m from the NHB reserve to the Capital Programme for the delivery of this scheme.

 

ii)            That £275,000 of this allocation be used to support the development of a scheme on the site of the current Community House and adjacent land as the preferred option, to completion of RIBA stage 4 (Technical Design). The decision to appoint a contractor and commence to construction would be a further decision of Council.

 

iii)          To participate in the North Yorkshire Property Partnership, utilising the resources available through the NYPP, from the One Public Estate (OPE) programme, to support the development of the Public Service Hub for Ryedale.

 

iv)          That Members agree to a budget of up to £50,000 allocated from the general reserve for improvements to Ryedale House in the areas in which staff are currently working and the common areas to make the building more suitable for staff whilst a new Public Service Hub is being developed.

 

v)            That a Car Park Strategy for Ryedale be commissioned in partnership with North Yorkshire County Council, with a budget of £75,000 to be allocated from the general reserve.

 

vi)          That Members commit to working in partnership with the Milton Rooms Management Committee to enable the utilisation of the Milton Rooms for meetings of Council when the Council has relocated from Ryedale House, and that the capital allocation already agreed be used to support the improvements, regardless of the outcome of the bid to the Heritage Lottery Fund.

 

vii)         In agreeing that Ryedale House (RH) will be vacated by the Council and its tenants, Members support the development of detailed feasibility studies for housing development on the Ryedale House site, utilising both the OPE and Homes England funding. A further report will be brought to members when the feasibility work on the RH site and any available adjacent sites, has been developed.

 

 

Voting Record

8 For

0 Against

1 Abstentions

73.

The Council's Priorities 2018-2022

Supporting documents:

Minutes:

Considered – Report of the Chief Executive (Interim).

 

Recommendation to Council

 

That Council note the contents of the report.

 

 

Voting Record

7 For

0 Against

1 Abstentions

74.

GDPR Policy Update

Supporting documents:

Minutes:

Considered – Report of the Resources and Enabling Services Lead (s151).

 

Recommendation to Council

 

That Council is recommended to approve:

 

(i)        The new information governance policies attached as Annex 3 of the report;

           

(ii)       Delegation of any subsequent updates required to reflect the emerging guidance on the new laws from the Information Commissioner to the Council’s designated Senior Information Risk Owner (SIRO), in consultation with the Corporate Information Governance Group (CIGG).

 

 

Voting Record

8 For

0 Against

0 Abstentions

75.

Any other business that the Chairman decides is urgent.

Minutes:

There being no other business, the meeting closed at 8.40pm.