Agenda and minutes

Apologies were received from Councillor Derek Bastiman.

Resolved –

That the public Minutes of the meeting held on 4 July 2023, having been printed and circulated, be taken as read and confirmed by the Chairman as a correct record.

There were no declarations of interest.

Members of the public may ask questions or make statements at this meeting if they have given notice to Melanie Carr of Democratic and Scrutiny Services and supplied the text (contact details below) by midday on 13 July 2023, three working days before the day of the meeting.  Each speaker should limit themselves to 3 minutes on any item.  Members of the public who have given notice will be invited to speak:

·            at this point in the meeting if their questions/statements relate to matters which are not otherwise on the Agenda (subject to an overall time limit of 30 minutes);

·            when the relevant Agenda item is being considered if they wish to speak on a matter which is on the Agenda for this meeting.

If you are exercising your right to speak at this meeting, but do not wish to be recorded, please inform the Leader who will instruct anyone who may be taking a recording to cease while you speak.

There was one public submission in regard to Agenda item 7 – Climate Change Strategy, which the Chair agreed to consider as part of that agenda item.

Recommendation:

The Executive is asked to recommend that North Yorkshire Council adopt the Parish Charter attached as Appendix A to the report.

Considered – A report of the Assistant Chief Executive – Legal and Democratic Services presenting the outcome of consultation on the draft Parish Charter and seeking approval for adoption of the Charter.

Councillor David Chance introduced the report which reflected the findings from a joint piece of work with the Parish Sector.  He confirmed the draft Charter sought to establish ways in which the Council would work in partnership with Parish Councils for the benefit of communities.  He noted a comprehensive review had been undertaken, and that areas of good practice had been identified as part of the work done in support of LGR.  He thanked the Parish sector, the North Yorkshire branch of Local Councils Association and the Society of Local Council Clerks for their involvement and contributions to the drafting of the Charter.

Lisa Dixon, Assistant Director for Devolution confirmed that areas of good practice identified through the Local Government Reorganisation process had been used to support the drafting of the Charter, and that the Charter was a live document that would evolve as the new Council developed.

Gillian Ivey, a longstanding Smeaton with Hornby parish council member, thanked the Authority for involving her and other Parish Councillors in the drafting of the Charter, noting that Parish Councils were the first point of contact when there were issues concerning Council provided services such as street lighting, road sweeping, street lighting etc.  She queried what would happen once the Charter was approved, how it would be communicated to Parish Councils, and how it would be monitored and reviewed.

In response, Councillor David Chance confirmed those issues were still under consideration, but the intention was that a six month review of its implementation would be carried out by the Transport, Economy, Environment & Enterprise Overview & Scrutiny Committee, and an officer team would to be formed tasked with Parish Council liaison and support.

Having noted the value of Parish Councils and the value their volunteer members brought to their communities, it was

Resolved – That the Parish Charter attached as Appendix A to the report be recommended to North Yorkshire Council for adoption.

Recommendations

The Executive are asked to approve that:

i)    NYC cover the cost of all parish by-elections for its initial financial year 2023-2024.

ii)   NYC introduce recharges to parishes within North Yorkshire for all costs incurred by the Returning Officer for by-elections, from 1 April 2024

Considered – A report of the Assistant Chief Executive – Legal and Democratic Services seeking approval that the Authority cover the cost of all parish by-elections for its initial year, and as from 1 April 2024 introduce recharging to parishes within North Yorkshire for all costs incurred for by-elections.  The report all sought a decision on whether the cost of parish elections that took place as a result of the community governance reviews in the towns of Harrogate and Scarborough should be recharged.

Councillor David Chance introduced the report which provided an overview of the arrangements for both scheduled and unscheduled parish elections that had been in place since 2019, noting that some legacy council areas recharged for full cost recovery, some partial, and some did not recharge at all.

He confirmed the proposal was to re-charge only for unscheduled by-elections.  He noted that a reduction in the number of by-elections was not expected as a result of introducing the proposed re-charge and acknowledged the impact would be felt in those areas where re-charging had not previously happened.  Finally, he drew attention to the financial implications associated with the proposal, as detailed in paragraphs 8.2 & 8.3 of the report.

Executive Members noted it was not expected that the number of by-elections would reduce as a result of introducing re-charging and agreed the report set out a pragmatic approach.

Noting that some Parishes may struggle to pay the re-charges in circumstances where a series of by-elections are required over a short period of time, Councillor Gareth Dadd suggested that some discretion should be applied to the repayment of re-charges in extreme examples, and it was therefore

Councillor Carl Les confirmed he was not minded to re-charge Harrogate Town Council and Scarborough Town Council for their elections, given that they were outside of the electoral cycle.

Resolved – That:

i)     NYC cover the cost of all parish by-elections for its initial financial year 2023-2024;

ii)    Recharges to parishes within North Yorkshire be introduced for all costs incurred by the Returning Officer for by-elections, from 1 April 2024;

iii)    In exceptional circumstances, it be delegated to the Chief Executive Officer to agree the repayment terms;

Recommendations

The Executive are recommended to:

i)            Approve adoption of the North Yorkshire Council Climate Change Strategy

ii)           Agree that North Yorkshire Council signs up to the Yorkshire and Humber Climate Commission’s Climate Action Pledge

Considered – A report of the Corporate Director for Environment seeking adoption of the North Yorkshire Council Climate Change Strategy and consideration of the Yorkshire and Humber Climate Action Pledge for signature.

Councillor Greg White introduced the report confirming a few minor amendments had been made to the draft Strategy since it was last considered by the Executive, as highlighted in the report.

It was noted that a public submission had been received from Mr Tim Larner - Vice Chair of Zero Carbon Harrogate, who was in attendance at the meeting to present his submission as follows:

‘In February 2023 you published your draft Climate Change Strategy for consultation.  Whilst we welcomed the strategic approach, but we felt the strategy was weak and we identified key actions in our consultation response to strengthen it.  You describe the adoption of the strategy today as “a defining moment” and we agree.

However, the strategy before you today, has stepped back from rather than stepping up to an ever-increasing challenge.  In February, the draft strategy said (page 18) “we have also set a target for the North Yorkshire Council to be net zero in its operational emissions by 2030”.  We would urge you to reconsider the final green box of the strategy (Appendix A) in the context of this earlier commitment “As a Council we will: …  seek to become operationally net zero by 2030” (dot point 1).  A “target” implies commitment backed up by delivery; “seek” implies only effort without any great expectation of success.  We urge you to retain the previous wording, using this opportunity to reconfirm your commitment to the action needed to achieve it. 

Unfortunately, one of the first actions in the strategy – the commitment to Departmental and Service action plans - has slipped by three months to March 2024 (dot point 5, same text box).  This slippage is important, because it fails to meet the timescale required to influence the 2024-25 budget cycle, leading to financially dependent action being delayed until 2025-26.  But the climate emergency is already here and cannot be delayed – we’ve just experienced the hottest UK June on record by 0.9^oC, following on from the hottest year in 2022.

We would also urge you to reconsider your stance on Scope 3 emissions (dot point 4, same text box).  Support and encouragement alone will not change the behaviour of suppliers.  Suppliers should be required by goods and services specifications to deliver lower carbon solutions.  Carbon emissions should be incorporated into the evaluation frameworks for tender comparison.  We need to use our purchasing power to drive a low-carbon future.

In formal submissions to, and in informal conversations with, you we have argued for the widespread use of independently verified Carbon Literacy Training.  In our view, this possesses the potential to create a culture-changing approach to carbon reduction in North Yorkshire, but you commit only to “raise awareness” (dot point 5, same text box).

We would urge you to make modest but  ...  view the full minutes text for item 284.

Recommendations:

The Executive are asked to:

i)   Agree, for the purpose of public consultation, the draft Statement of Community Involvement at Appendix 1; and

ii)  Subject to consultation and any subsequent amendments, delegate authority to the Executive Member for Open to Business to approve the Statement of Community Involvement for adoption and any future amendments or replacements to that document.

Considered – A report of the Corporate Director for Community Development seeking approval of the draft Statement of Community Involvement for the purpose of public consultation.

In the absence of the Executive Member for Open to Business, Nic Harne – Corporate Director for Community Development introduced the report and provided a brief overview of the requirement for setting out the Authority’s policies to facilitate the involvement of those persons and organisations who have an interest in the preparation of a local plan (and other planning policy documents), neighbourhood plans and the consideration of planning applications.

He also noted the planning position’s inherited from the District and Borough Councils and confirmed that weight would continue to be attached to their Local Development Plans up until a new Plan for the whole of North Yorkshire being sufficiently developed to shift that focus. 

He noted that building regulations set nationally were improving all the time, and as an example, confirmed that as of 2025 new properties could no longer be fitted with gas central heating.

Councillor Simon Myers acknowledged that all residents would welcome progression of the statement, and thanked the officers involved.

Having noted the report, it was

Resolved – That:  

i.       For the purpose of public consultation, the draft Statement of Community Involvement at Appendix 1 of the report, be agreed;

ii)    Subject to consultation and any subsequent amendments, authority be delegated to the Executive Member for Open to Business to approve the Statement of Community Involvement for adoption and any future amendments or replacements to that document.

Recommendation

That the Executive approves entering into a Memorandum of Understanding with Department of Levelling Up, Housing and Communities (DLUHC) to accept grant funding of £1.34M from the Local Authority Housing Fund (LAHF). This funding shall help pay for the acquisition of additional accommodation for 11 households from the Afghan resettlement and relocation schemes.

Considered – A report of the Corporate Director Community Development seeking approval to enter into a Memorandum of Understanding with the Department for Levelling Up, Housing and Communities (DLUHC) for £1.34M from the Local Authority Housing Fund (LAHF). This funding will contribute towards the acquisition of an additional 11 affordable homes to provide accommodation for 11 households from the Afghan resettlement and relocation schemes.

Councillor Simon Myers introduced the report and provided an overview of the need for the additional homes proposed for acquisition.  He confirmed the Authority had a moral and social obligation to provide suitable housing the Afghan resettlement and relocation schemes, whilst at the same time increasing the Authority’s housing stock.  He noted that the properties would be retro-fitted to make them as carbon neutral as possible.

Councillor Janet Sanderson suggested the needs of families with young children needed taking account of when procuring additional Local Authority housing stock.

Councillor Carl Les welcomed the £1.34M Local Authority Housing funding and noted that the Authority’s financial contribution to the purchase of the properties would be greater.

Andrew Rowe, Assistant Director for Housing assured the Executive that the proposal was deliverable and it was

Resolved – That:

A Memorandum of Understanding be entered in to with Department of Levelling Up, Housing and Communities (DLUHC) to accept grant funding of £1.34M from the Local Authority Housing Fund (LAHF), to help pay for the acquisition of additional accommodation for 11 households from the Afghan resettlement and relocation schemes.

Recommendations:

The Executive are asked to:

i)        Cease the provision of a commissioned Minor Adaptations Service from April 2024

ii)       Approve that Community Development begin detailed work to mobilise a Countywide Minor Adaptations service from April 2024

iii)      Approve the continued use of DFG funding to support the service and note the further work on maximising this grant as per section 8.9 above.

Considered – A joint report of the Corporate Director for Health and Adult Services and the Corporate Director for Community Development, setting set out proposals for changes to the delivery model of Minor Adaptations Services from a mix of commissioned and in-house provision to a solely in-house model supported by DFG funding.  The proposal included:

·          Cessation of the Council’s commissioned Minor Adaptations service and an expansion of the existing in-house provision to cover the whole of North Yorkshire from April 2024.

·          Use of the Disabled Facilities Grant (DFG) funding to deliver the materials and labour costs of the service where funding permits, alongside Council funding, noting that a full review of how DFG is deployed would be carried out which in an effort to further maximise the grant and reduce the pressure on the revenue budget.

Councillor Simon Myers introduced the report and confirmed that Scarborough District Council and Ryedale District Council had for some time both successfully delivered their own in-house service and noted that rolling out the proposed changes in service delivery would save money and deliver a better service.

Executive Members welcomed the proposal recognising it was the first transformational activity to show economies of scale and the benefits of being a unitary authority. They also noted the further work planned to maximise the grant as detailed in section 8.9 of the report.

Having considered the report, the Executive

Resolved – That:

i)        The provision of a commissioned Minor Adaptations Service be ceased as from April 2024

ii)       Community Development begin detailed work to mobilise a Countywide Minor Adaptations service from April 2024

iii)      The use of DFG funding to support the service be continued.

Recommendations:

The Executive is asked to approve:

i) The submission of the final accountability agreement to the DfE

ii) Publication of the final agreement

Considered – A report of the Corporate Director Children & Young People’s Service seeking approval to submit the final version of the accountability statement, relating to Adult learning grant spend, to the Department for Education by the 31 July 2023 deadline.

Councillor Annabel Wilkinson introduced the report and provided an overview of the Authority’s requirement to submit its final Accountability Statement by the deadline and subsequently publish it on the Authority’s website.

Having considered the report, it was

Resolved – That:

i.       Submission of the final accountability agreement to the DfE be approved

ii.      The final agreement be published on the Authority’s website

Recommendation:

Executive is asked to note the appointment to the Member Champion roles made by the Leader as outlined in section 2.4 of the report.

Considered – a report of the Assistant Chief Executive – Legal & Democratic Services providing an opportunity for the Executive to comment on the proposed appointments to the Member Champion roles, appointed by the Leader.

Councillor Carl Les introduced the report and drew attention to the roles he could appoint to, as shown at paragraph 2.4 of the report.  He confirmed his intention to appoint Councillor Kevin Foster as the Member Champion for the Armed Forces, and Councillor John Cattanach as the Member Champion for Flooding.

He also noted his intention to subject the Member Champion roles to an annual review to ensure they remained appropriate and in line with the Council’s priorities/challenges.

Resolved - That the proposed appointments be noted.

Considered –

The Forward Plan for the period 10 July 2023 to 31 July 2024 was presented.

Resolved -   That the Forward Plan be noted.