Agenda and draft minutes

The Charter Mayor of Harrogate, Councillor Chris Aldred, welcomed everyone to the meeting.

Apologies for absence had been received from Councillors Sam Gibbs, Paul Haslam and Mike Schofield.

The Minutes of the meetings of the Charter Trustees held on 12 September 2024 and 4 November 2024 were approved as a correct record and signed by the Mayor.

The Mayor referred to Minute 44 of 12 September 2024 and reported that three charitable organisations had submitted proposals for funding from a company which had recently moved to Harrogate.  St Michael’s Hospice had been selected and put forward to the national scheme for consideration.

All Members are invited to declare at this point any interests they have in items appearing on this agenda, including the nature of those interests.

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 Elizabeth Jackson, Principal Democratic Services Officer, and supplied the text (contact details below) by midday on 11 November 2024, 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 Chair who will instruct anyone who may be taking a recording to cease while you speak.

A public statement had been received which was read out at the meeting and a response provided.

1.     Statement from Stuart Holland, Harrogate Town Neighbourhood Plan Forum

I am interim chair of Harrogate Town Neighbourhood Plan Forum. Interim, because until we are designated by North Yorkshire Council, we cannot say publicly that we are a forum. The area, which is also awaiting designation, covers the unparished areas of Harrogate. Designation is due within 13 weeks of our application (made on1st September 2024) and until that time we are not able to apply for Government funding.  A six week public consultation period is approx. half way through.

In the meantime, 3 interim Forum meetings have been held over the last few months.

The first was to set up the Interim Forum.

Second to look at topical issues and the third to concentrate on the Economy of the town.

A meeting on 13th November will look at Transport issues and a final meeting for this year, on 28th November, will look at Housing

Each meeting has been attended by approx. 40 members. The full Interim Forum comprises approx. 65 and our database holds approx. 140 names.

Further meetings will be held in the new year to look at the remaining planning issues that may be included in a Neighbourhood Plan. Public consultation will also take place once formal designation has been made.

The overriding aim of the Forum is to work on a Neighbourhood Plan to sit alongside the North Yorkshire Local Plan when it is published. The Forum exists because, in the absence of a Town Council, the Community is free to appoint a Forum. This may change next springtime when a Town Council for Harrogate is elected.

At that time, it is our intention to ask the newly elected Town Council to take on the work completed up to then, or to endorse the existing Forum as a sub-committee of the new Town Council.

As the Charter Trustees of Harrogate consider the setting up of a town council, I would urge you to consider the importance of a Neighbourhood Plan and to make sure funding is earmarked for the process.

It is understood from NYC that after the public consultation is complete, the Executive will be asked to approve the  designation. The  Charter Trustees are asked, in this meeting, (14th November 2024) to agree their support for a designated Area and Forum and to encourage the Executive to approve designation very quickly after  the six week period expires.

Response:

Thank you for your statement and comments in relation to the Neighbourhood Plan Forum.

North Yorkshire Council is currently consulting on proposals to establish a Harrogate Neighbourhood Plan Forum.  If confirmed, the Forum would be the ‘responsible body’ for preparation of a neighbourhood plan for Harrogate. 

The Council is also consulting separately on the proposed area for a Harrogate Neighbourhood Plan.  Both consultations will end on 27 November 2024, more detailed information is available on the Council’s website.

Decisions on area  ...  view the full minutes text for item 57.

The Charter Mayor will report on their recent activities and any associated issues.

The Charter Mayor reported that he had circulated an email to Members listing the events he had attended since his last report to the Charter Trustees on 10 September.  It was confirmed that he had attended 18 events as Mayor, and the Deputy Mayor had attended 10 events. 

A highlight had been the Remembrance Sunday commemorations on 10 November, including the service at the Cenotaph in Harrogate.  The Mayor placed on record his thanks to those staff who had worked hard to make the event a success and in particular Pamela Barnes who had co-ordinated the arrangements.

Councillor Peter Lacey moved thanks to the Charter Mayor for carrying out the function of Mayor, which was appreciated by the people of Harrogate.

To receive the report of the Clerk to the Charter Trustees

A report of the Assistant Director Legal, Jennifer Norton, which provided information on work being undertaken to support the creation of a town council for Harrogate following the decision by Council on 24 July 2024.  The next step would be the making of the Reorganisation Order, which would confirm key information in relation to the geographical area, electoral arrangements, and assets to be transferred.  The report detailed the work required to ensure the town council would be able to operate from 1 April 2024 when it came into existence.  The report also described the effect on the Charter Trustees, which would be dissolved on Tuesday 6 May 2025 when the newly elected town councillors would come into office.

It was also proposed that the Charter Trustees act as a shadow town council for the purposes of being a consultative body in relation to the actions set out in the report, in particular where costs were incurred.

The Mayor thanked the Leader of North Yorkshire Council, Councillor Carl Les, for his statement at Executive on 18 July 2023 that he was not minded to charge Harrogate Town Council for its first elections, given that they would be outside of the electoral cycle.

In response to questions on recruitment of a town clerk the Assistant Director Legal advised that options were still being considered and these included NYC officers doing some work, requesting help from the YLCA and the appointment of an interim clerk to enable the town council to appoint its own town clerk once established.

The Charter Trustees noted the report and confirmed that the Charter Trustees act as a shadow town council for the purposes of being a consultative body in relation to the actions set out in the report.

To approve the report of the Responsible Financial Officer

A report by the Assistant Director of Finance and Responsible Financial Officer to the Charter Trustees, Karen Iveson, presenting the in-year budget position to the end of September 2024 for the Charter Trustees, for approval.

It was noted that any budget underspend at the end of the financial year would be carried over to the newly created town council.

Any other items which the Mayor agrees should be considered as a matter of urgency because of special circumstances

There was no urgent business.