NORTH YORKSHIRE COUNTY COUNCIL

NOTICE OF URGENT PRIVATE ITEM

Access to Information Procedure Rule 4

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Disabled Facilities Grants & DDA Adaptations

To the Chair of the Care & Independence, and Housing Overview and Scrutiny Committee

The County Council’s Constitution further provides that at least 28 clear days before a private meeting (a meeting, or part of a meeting, of the executive decision making body during which the public are excluded) the executive decision-making body must give notice of its intention to hold the meeting in private (including a statement of the reasons for holding it in private) by making the notice available at County Hall and at the venue for the meeting (if different) and publishing it on the Council’s website.

At least five clear days before a private meeting, the executive decision making body must give further notice of its intention to hold the meeting in private including:

· a statement of the reasons for holding it in private;

· details of any representations received about why the meeting should be open to the public; and

· a statement of its response to any such representations

by making the notice available at County Hall and at the venue for the meeting (if different) and publishing it on the Council’s website.

In relation to urgent private business, where the date by which a meeting must be held makes compliance with the above Access to Information Procedure Rules impracticable, the meeting may only be held in private where the executive decision making body has obtained agreement that the meeting is urgent and cannot reasonably be deferred from the chairman of the relevant overview and scrutiny committee; or, if there is no such person, or if s/he is unable to act, the chairman of the Authority; or where there is no chairman of either, the vice-chairman of the Authority.

As soon as reasonably practicable after such agreement is given to hold a private meeting, the executive decision making body must give notice setting out the reasons why the meeting is urgent and cannot reasonably be deferred by making the notice available at County Hall and at the venue for the meeting (if different) and publishing it on the Council’s website.

It is anticipated that on 19 April 2024 a report seeking approval for the use of the Plymouth City Council (PCC) Adaptation, Repair, Maintenance and Improvement (ARMI) Dynamic Purchasing System (DPS), administered and managed by Independence CIC (INCIC) for the procurement of Disabled Facilities Grants and DDA Adaptations, will be considered by Assistant Director - Housing.

It has recently become apparent that the report will contain exempt information as described in paragraph 3 of Part 1 of Schedule 12A to the Local Government Act 1972 (as amended) (Information relating to the financial or business affairs of any particular person (including the authority holding that information)) and it is considered that the public interest in maintaining the exemption outweighs the public interest in disclosing the information. It is therefore not possible to give the required 28 days’ notice of the intention to hold these parts of the meeting in private, hence this Notice.

This matter requires consideration by Assistant Director - Housing on 19 April 2024 and cannot reasonably be deferred to enable the timely consideration and progress of this matter, hence the need for this Notice under Access to Information Procedure Rule 4. 

In accordance with the provisions in the Access to Information Procedure Rules, I am, therefore, informing you as the Chair of the relevant Overview and Scrutiny Committee, that it is intended that this matter be considered by Assistant Director - Housing on 19 Apr 2024 and I am seeking your agreement that the meeting in respect of this matter is urgent and cannot reasonably be deferred.

If you agree that the meeting in respect of this matter is urgent and cannot reasonably be deferred and that this item should be considered on 19 Apr 2024, will you please so confirm in writing as soon as possible.

BARRY KHAN

Assistant Chief Executive (Legal and Democratic Services)

Dated: 4 April 2024

I agree, for the reasons stated in this notice, that the meeting in respect of this matter is urgent and cannot reasonably be deferred and that this item should be considered on 19 Apr 2024.

Signed: Councillor Karin Sedgwick                                       Date: 4 April 2024

Chair of the Care & Independence and Housing Overview and Scrutiny Committee

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FIELD_TITLE

To [the Chairman of the [insert name] Overview and Scrutiny Committee/Chairman of the Authority/Vice-chairman of the Authority – delete as appropriate]

The County Council’s Constitution further provides that at least 28 clear days before a private meeting (a meeting, or part of a meeting, of the executive decision making body during which the public are excluded) the executive decision-making body must give notice of its intention to hold the meeting in private (including a statement of the reasons for holding it in private) by making the notice available at County Hall and at the venue for the meeting (if different) and publishing it on the Council’s website.

At least five clear days before a private meeting, the executive decision making body must give further notice of its intention to hold the meeting in private including:

·a statement of the reasons for holding it in private;

·details of any representations received about why the meeting should be open to the public; and

·a statement of its response to any such representations

by making the notice available at County Hall and at the venue for the meeting (if different) and publishing it on the Council’s website.

In relation to urgent private business, where the date by which a meeting must be held makes compliance with the above Access to Information Procedure Rules impracticable, the meeting may only be held in private where the executive decision making body has obtained agreement that the meeting is urgent and cannot reasonably be deferred from the chairman of the relevant overview and scrutiny committee; or, if there is no such person, or if s/he is unable to act, the chairman of the Authority; or where there is no chairman of either, the vice-chairman of the Authority.

As soon as reasonably practicable after such agreement is given to hold a private meeting, the executive decision making body must give notice setting out the reasons why the meeting is urgent and cannot reasonably be deferred by making the notice available at County Hall and at the venue for the meeting (if different) and publishing it on the Council’s website.

It is anticipated that on FIELD_DUE_DATE a report regarding FIELD_ISSUE_SUMMARY will be considered by FIELD_DMTITLE.

It has recently become apparent that the report will contain exempt information as described in paragraph FIELD_LIKELY_REASON_RESTRICTED of Part 1 of Schedule 12A to the Local Government Act 1972 (as amended) (FIELD_LIKELY_REASON_TEXT) and it is considered that the public interest in maintaining the exemption outweighs the public interest in disclosing the information. It is therefore not possible to give the required 28 days’ notice of the intention to hold these parts of the meeting in private, hence this Notice.

This matter requires consideration by FIELD_DMTITLE on FIELD_DUE_DATE and cannot reasonably be deferred to enable the timely consideration and progress of this matter and FIELD_USE_URGENCY_EXPLAIN, hence the need for this Notice under Access to Information Procedure Rule 4. 

In accordance with the provisions in the Access to Information Procedure Rules, I am, therefore, informing you as the [Chairman of the relevant Overview and Scrutiny Committee/Chairman of the Authority/Vice-chairman of the Authority – delete as appropriate], that it is intended that this matter be considered by FIELD_DMTITLE on FIELD_DUE_DATE and I am seeking your agreement that the meeting in respect of this matter is urgent and cannot reasonably be deferred.

If you agree that the meeting in respect of this matter is urgent and cannot reasonably be deferred and that this item should be considered on FIELD_DUE_DATE, will you please so confirm in writing as soon as possible.

BARRY KHAN

Assistant Chief Executive (Legal and Democratic Services)

Dated: FIELD_ISSUE_FIRST_PUBLIC_PUB

I agree, for the reasons stated in this notice, that the meeting in respect of this matter is urgent and cannot reasonably be deferred and that this item should be considered on FIELD_DUE_DATE.

Signed: [insert name of County Councillor]   Date: FIELD_ISSUE_FIRST_PUBLIC_PUB

[Chairman of the [insert name] Overview and Scrutiny Committee/Chairman of the Authority/Vice-chairman of the Authority – delete as appropriate]

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FIELD_TITLE

To [the Chairman of the [insert name] Overview and Scrutiny Committee/Chairman of the Authority/Vice-chairman of the Authority – delete as appropriate]

The County Council’s Constitution further provides that at least 28 clear days before a private meeting (a meeting, or part of a meeting, of the executive decision making body during which the public are excluded) the executive decision-making body must give notice of its intention to hold the meeting in private (including a statement of the reasons for holding it in private) by making the notice available at County Hall and at the venue for the meeting (if different) and publishing it on the Council’s website.

At least five clear days before a private meeting, the executive decision making body must give further notice of its intention to hold the meeting in private including:

·a statement of the reasons for holding it in private;

·details of any representations received about why the meeting should be open to the public; and

·a statement of its response to any such representations

by making the notice available at County Hall and at the venue for the meeting (if different) and publishing it on the Council’s website.

In relation to urgent private business, where the date by which a meeting must be held makes compliance with the above Access to Information Procedure Rules impracticable, the meeting may only be held in private where the executive decision making body has obtained agreement that the meeting is urgent and cannot reasonably be deferred from the chairman of the relevant overview and scrutiny committee; or, if there is no such person, or if s/he is unable to act, the chairman of the Authority; or where there is no chairman of either, the vice-chairman of the Authority.

As soon as reasonably practicable after such agreement is given to hold a private meeting, the executive decision making body must give notice setting out the reasons why the meeting is urgent and cannot reasonably be deferred by making the notice available at County Hall and at the venue for the meeting (if different) and publishing it on the Council’s website.

It is anticipated that on FIELD_DUE_DATE a report regarding FIELD_ISSUE_SUMMARY will be considered by FIELD_DMTITLE.

It has recently become apparent that the report will contain exempt information as described in paragraph FIELD_LIKELY_REASON_RESTRICTED of Part 1 of Schedule 12A to the Local Government Act 1972 (as amended) (FIELD_LIKELY_REASON_TEXT) and it is considered that the public interest in maintaining the exemption outweighs the public interest in disclosing the information. It is therefore not possible to give the required 28 days’ notice of the intention to hold these parts of the meeting in private, hence this Notice.

This matter requires consideration by FIELD_DMTITLE on FIELD_DUE_DATE and cannot reasonably be deferred to enable the timely consideration and progress of this matter and FIELD_USE_URGENCY_EXPLAIN, hence the need for this Notice under Access to Information Procedure Rule 4. 

In accordance with the provisions in the Access to Information Procedure Rules, I am, therefore, informing you as the [Chairman of the relevant Overview and Scrutiny Committee/Chairman of the Authority/Vice-chairman of the Authority – delete as appropriate], that it is intended that this matter be considered by FIELD_DMTITLE on FIELD_DUE_DATE and I am seeking your agreement that the meeting in respect of this matter is urgent and cannot reasonably be deferred.

If you agree that the meeting in respect of this matter is urgent and cannot reasonably be deferred and that this item should be considered on FIELD_DUE_DATE, will you please so confirm in writing as soon as possible.

BARRY KHAN

Assistant Chief Executive (Legal and Democratic Services)

Dated: FIELD_ISSUE_FIRST_PUBLIC_PUB

I agree, for the reasons stated in this notice, that the meeting in respect of this matter is urgent and cannot reasonably be deferred and that this item should be considered on FIELD_DUE_DATE.

Signed: [insert name of County Councillor]   Date: FIELD_ISSUE_FIRST_PUBLIC_PUB

[Chairman of the [insert name] Overview and Scrutiny Committee/Chairman of the Authority/Vice-chairman of the Authority – delete as appropriate]

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FIELD_SUMMARY

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