Agenda and draft minutes

Policy and Resources Committee - Thursday, 17th March, 2022 6.30 pm

Venue: Council Chamber, Ryedale House, Malton

Contact: Lucy Furneaux  43294

Link: View live stream

Items
No. Item

103.

Emergency Evacuation Procedure

The Chair to inform Members of the Public of the emergency evacuation procedure.

104.

Apologies for absence

Minutes:

There were no apologies for absence.

105.

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:

Councillors J Andrews and Clark declared a personal, non-pecuniary and non-prejudicial interest in item 12 (Pickering Town CIC – Cycling Hub Proposal) due to their Group Leader Councillor Potter’s involvement in the CIC programme.

 

 

 

106.

Minutes of the meeting held on 3 February 2022

Supporting documents:

Minutes:

Decision

 

That the minutes of the Policy and Resources Committee meeting held on 3 February 2022 be approved and signed by the Chair as a correct record.

 

Voting Record
Carried by general affirmation

107.

Minutes from the Flood Management Working Party held on 8 February 2022

Supporting documents:

Minutes:

The minutes from the Flood Management Working Party held on Tuesday 8 February 2022 were received.

108.

Minutes from the Local Plan Working Party held on 22 February 2022

Supporting documents:

Minutes:

The minutes from the Local Plan Working Party held on Tuesday 22 February 2022 were received.

109.

Minutes from Grants Working Party held on 28 February 2022

Supporting documents:

Minutes:

Councillor Arnold proposed and Councillor J Andrews seconded to approve the recommendations of the Grants Working Party held on 28 February 2022.

 

Decision

 

That the recommendations of the Grants Working Party held on 28 February 2022 be approved.

 

Voting Record
Approved by general affirmation

110.

Urgent Business

To receive notice of any urgent business which the Chair 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 amendments to the Community Grant Scheme criteria. The reason for the urgency was the timescale in which a decision was required.

 

The Chair also used this item to inform the Committee that the Structural Change Order had been approved. She noted that this could mean a change in how financial approvals over a certain amount are made. Further information will follow.

 

Finally, the Chair gave a statement regarding the Norton Skate Park as a report on this issue had been requested for this meeting of Policy and Resources. However, due to the complex nature of the proposals, the number of parties officers need to consult, and the capacity issues currently faced by staff, it had not been possible to produce this report in time. The Chair informed the Committee that significant progress had been made on the Skate Park. Norton Town Council has committed circa £40,000 of its budget to modify and resurface the equipment, excluding the half pipe. A contractor has been appointed and work is due to start imminently, with a view to the Skate Park opening in late spring. Negotiations regarding the refurbishment of the half pipe are ongoing. Progress will continue to be reported to the Committee, and the promised report will be presented at the next possible opportunity.  

 

 

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

111.

Appointment of Working Parties and Sub-Committees

Supporting documents:

  • Document To Follow

Minutes:

Decision

 

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

 

Voting Record

Carried by general affirmation

112.

Contract Renewal - Supply of Liquid Fuel

Supporting documents:

Minutes:

Considered – report of the Programme Director for People and Resources

 

Decision

 

Policy and Resources Committee retrospectively approved:

 

i.          The annual spend ranging from £233,000 to £277,400 from existing budgets for a 4 year period covering from 27 November 2019 to 26 November 2023 for the supply of fuel for the Council’s vehicle fleet; and

ii.          The Council entering into the Contracts.

 

Voting Record

Carried by general affirmation

113.

Malton and Norton Infrastructure and Connectivity: Potential Funding Allocations

Supporting documents:

Minutes:

Considered – report of the Programme Director for Place and Resources

 

Decision

 

That the item be deferred for consideration at the next meeting of Full Council.

 

Voting Record

6 For

4 Against

0 Abstentions

 

            Recorded vote

For

Councillors J Andrews, Arnold, Burr, Clark, Frank, Keal

Against

Councillors Delaney, Docwra, Duncan, Graham

 

PART 'B' ITEMS - MATTERS REFERRED TO COUNCIL

114.

Pickering Town CIC - Cycling Hub Proposal

Supporting documents:

Minutes:

Considered – report of the Programme Director for Place and Resources

 

Recommendation to Council

 

The Council approves funding of £175,000 to fund works outlined in section 6.12, subject to overview of detailed plans, with delegated authority given to the Programme Director to release the funds, in consultation with the Chair of Policy and Resources Committee.

 

Voting Record

Carried by general affirmation

115.

Council Performance - Quarter 3 2021-22

Supporting documents:

Minutes:

Considered – report of the Strategy and Performance Manager

 

Recommendation to Council

 

It is recommended to Council that the progress report is noted.

 

Voting Record

Carried by general affirmation

116.

Timetable of Meetings 2022-2023

Supporting documents:

Minutes:

Considered – report of the Head of Corporate Governance

 

Recommendation to Council

 

That the timetable of meetings is approved as a basis for working in 2022-23.

 

Voting Record

Carried by general affirmation

117.

Exempt Information

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

 

Item 16 (Housing 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 17 (Directors Pay Clarification) as provided by paragraph 3 of Schedule 12A of Section 100A of the Local Government Act 1972, as it relates to the financial or business affairs of any particular person (including the authority holding that information).

 

Item 18 (Agree the Eligibility Criteria and Proposed Grant Award Levels Under the Additional Restrictions Grant Scheme for January 2022) as provided by paragraph 3 of Schedule 12A of Section 100A of the Local Government Act 1972, as it relates 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 during consideration of the following items:

 

Item 16 (Housing 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 17 (Directors Pay Clarification) as provided by paragraph 3 of Schedule 12A of Section 100A of the Local Government Act 1972, as it relates to the financial or business affairs of any particular person (including the authority holding that information).

 

Item 18 (Agree the Eligibility Criteria and Proposed Grant Award Levels Under the Additional Restrictions Grant Scheme for January 2022) as provided by paragraph 3 of Schedule 12A of Section 100A of the Local Government Act 1972, as it relates 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.

 

Voting Record

4 For

6 Against

0 Abstentions

 

               Recorded Vote

            For

Councillors J Andrews, Arnold, Burr, Clark, Frank, Keal

Against

Councillors Delaney, Docwra, Duncan, Graham

 

118.

Housing Benefit Debtor Write Offs

Minutes:

Considered – report of the Chief Finance Officer

 

Decision

 

Members approve to write off the debt as detailed in the report.

 

Voting Record

Carried by general affirmation

119.

Directors Pay Clarification

Minutes:

The report of the Principal HR Adviser and the Head of HR was received.

120.

Eligibility Criteria and Proposed Grant Award Levels Under the Additional Restrictions Grant Scheme for January 2022

Minutes:

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

121.

Any other business that the Chair decides is urgent.

Supporting documents:

Minutes:

Considered – report of the Safer, Stronger Communities Manager

 

Recommendation to Council

 

That Council approves the amendment to the Community Grant Scheme criteria to ensure the allocated funding is used within 2022/23 financial year.

 

Voting Record

Carried by general affirmation

 

There being no further business, the meeting closed at 8:25pm.