Agenda and draft minutes

Policy and Resources Committee
Thursday, 25th July, 2019 6.30 pm

Venue: Council Chamber, Ryedale House, Malton

Contact: Nicki Lishman  476

Items
No. Item

30.

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:

Councillor Thackray declared a personal non-pecuniary but not prejudicial interest in Item 6 ref. FG-002 as a resident of Brawby.

31.

Minutes

Supporting documents:

Minutes:

Decision

 

That the minutes of the meeting of the Policy and Resources Committee held on 4 July 2019 be approved and signed by the Chairman as a correct record, subject to amendment of the attendees at the meeting.

 

Voting record

6 For

1 Abstention

32.

Recommendations from the Constitution Working Party

Supporting documents:

  • Document To Follow

Minutes:

The recommendations of the Constitution Working Party were presented.

32a

Responsibility for Planning Policy

Supporting documents:

Minutes:

Councillor Duncan moved and Councillor Arnold seconded that the responsibility for planning policy be moved from the Planning Committee to Policy and Resources Committee and the Constitution be amended as required. Policy and Resources Committee would then appoint a working party made up of members of both the Planning Committee and Policy and Resources Committee to consider planning policy.

 

Recommendation to Council

 

That the responsibility for planning policy be moved from the Planning Committee to Policy and Resources Committee and the Constitution be amended as required. Policy and Resources Committee to appoint a working party made up of members of both the Planning Committee and Policy and Resources Committee to consider planning policy.

 

Voting record

6 For

3 Against

1 Abstention

32b

Substitutes at Sub Committees

Supporting documents:

Minutes:

Items 5b and 5c were considered together.

 

Recommendation to Council

 

That Council be recommended, through Policy and Resources Committee, to approve the changes set out in Appendix 1 of this report to make explicit provision for substitutes at the Corporate Governance Standards Sub-Committee specifically and at sub-committees generally.

 

32c

Management of Meetings

Supporting documents:

Minutes:

Recommendation to Council

 

(1)       That recommendation (i) of the final report of the Scrutiny Review on Meeting Start Times and Management of Meetings, below, is not approved.

          Recommendation: (i) That the Constitution be amended to change the order of business for Full Council to put items for decision first.

(2)       That recommendation (ii) of the final report of the Scrutiny Review on Meeting Start Times and Management of Meetings, below, is not approved.

          Recommendation: (ii) That the Constitution be amended to bring forward the guillotine, so that it takes effect after 3 hours.

(3)       That recommendation (iii) of the final report of the Scrutiny Review on Meeting Start Times and Management of Meetings, below, is not approved.

          Recommendation: (iii) That the Constitution be amended to require corrections to the minutes to be submitted in writing in advance of the meeting.

(4)       That recommendation (iv) of the final report of the Scrutiny Review on Meeting Start Times and Management of Meetings, below, is not approved.

          Recommendation: (iv) That working practices be amended so that questions to officers have to be dealt with ahead of, rather than during, meetings of Full Council.

(5)       That recommendation (v) of the final report of the Scrutiny Review on Meeting Start Times and Management of Meetings, below, is approved so that the Rules of Procedure are amended to include provision for members to receive a written statement from the Leader of Council with the agenda.

          Recommendation: (v) That the Constitution be amended to require the circulation of the Leader’s Statement with the agenda.

(6)       That recommendation (vi) of the final report of the Scrutiny Review on Meeting Start Times and Management of Meetings, below, is approved and it is confirmed by Council that it is preferable for the Leader’s Statement not to be read out at meetings save for in exceptional circumstances.

          Recommendation: (vi) That working practices be amended to stop reading out the Leader’s Statement at meetings of Full Council.

(7)       That written notice of questions on the Leader’s Statement at Council is not required.

(8)       That indicative timings for items of business on meeting agendas are not introduced.

 

Voting record

8 For

1 Against

 

33.

Recommendations from the Grants Working Party

Supporting documents:

Minutes:

Decision

 

That the recommendations of the Grants Working Party be approved.

 

Voting record

8 For

1 Abstention

34.

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:

The Chairman considered that Item 5a should be dealt with as a matter of urgency by virtue of Section 100B(4)(b) of the Local Government Act 1972 (as amended) given that no recommendation was made by the Constitution Working Party and the Council needs to move promptly with the review of the Local Plan.

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

35.

Statement of Accounts 2018/19

Supporting documents:

Minutes:

Considered – report of the Chief Finance Officer (s151)

 

Decision

 

That:

 

1. The Annual Governance Statement be amended at the section on Key issues to add the words “and ensure that the Council complies with the requirements of the Transparency Code” (Resilience and Capacity) and to note that in the Local Plan section that although the formal adoption of the review is likely to be in 2023, there will be Council deadlines required ahead of this.

 

2. Delegated authority be given to the s151 Officer in consultation with the Chairman of the Policy and Resources Committee to approve any further non-material adjustments required to the Statement of Accounts as a result of the external audit.

 

3. The 2018-19 Statement of Accounts be approved

 

4. The Chief Finance Officer (s151) and the Chairman of the Policy and Resources Committee be authorised to sign the letter of representation

 

5. The External Auditors’ ISA Document be noted

 

Voting record

Unanimous

36.

Developing the Council Plan 2019/23

Supporting documents:

Minutes:

Considered – report of the Chief Executive

 

Decision

 

That this be a Part B item, to enable all elected Members of Ryedale District Council to decide the process and the outcome.

 

Voting record

4 For

3 Against

3 Abstentions

37.

Member Allowances Scheme

Supporting documents:

Minutes:

Considered – report of the Democratic Services Manager

 

Decision

 

That the contents of the report be noted and the action proposed in the report be taken.

 

Voting record

Unanimous

38.

Replacement of the Microphone and Electronic Voting System and Consideration of Live Streaming of Meetings

Supporting documents:

Minutes:

Considered – report of the Democratic Services Manager

 

Decision

 

(i) The requirement to replace the microphone and electronic voting system not be approved;

 

(ii) That live streaming of meetings not be approved.

 

 

Voting record

8 For

2 Against

PART 'B' ITEMS - MATTERS REFERRED TO COUNCIL

39.

Treasury Management Annual Report 2018 - 2019

Supporting documents:

Minutes:

Considered – report of the Chief Finance Officer (s151)

 

Recommendations to Council

 

That Council be recommended to:

 

(i)         Note the annual treasury management report for 2018/19; and

           

(ii)        Approve the actual 2018/19 prudential and treasury indicators in this report.

 

Voting record

Unanimous

ITEMS TO NOTE

40.

Budget Monitoring Q1 - 2019/20

Supporting documents:

Minutes:

Considered – report of the Chief Finance Officer (s151)

 

Decision

 

That the report be noted.

 

Voting record

Unanimous

41.

Head of Paid Service Update - Staffing and Organisational Development

Supporting documents:

Minutes:

Considered – report of the Chief Executive

 

Decision

 

That the report be noted

 

Voting record

Unanimous

42.

Delivering the Council Plan

Supporting documents:

Minutes:

Considered – report of the Deputy Chief Executive

 

Decision

 

That the progress report be noted.

 

Voting record

Unanimous

AT THE REQUEST OF THE COMMITTEE CHAIRMAN

43.

Future Work Programme (for discussion)

Minutes:

The Chairman advised the Committee that items scheduled for consideration at the next meeting of the Committee included;

 

·         Review of Enforcement, including consideration of the motion to re-instate the position of Dog Warden.

·         Progress of the Public Services Hub

·         The Milton Rooms

 

Members were encouraged to approach the Chairman with any subjects they wished to be included for consideration.

44.

Any other business that the Chairman decides is urgent.

Minutes:

There being no further items of business the meeting closed at 8.45 pm.