Agenda and draft minutes

Apologies for absence were received from Councillor Nigel Knapton, with Councillor Andy Paraskos attending as a substitute.

Apologies were received from Independent Persons Hillary Gilbertson MBE, Louise Holroyd and James Nelson.

Resolved

The minutes of the meeting held on 14 March 2025 were agreed and signed as a correct record.

There were none.

Members of the public may ask questions or make statements at this meeting if they have given notice and provided the text to Christine Phillipson christine.phillipson@northyorks.gov.uk no later than midday on Tuesday 17 June 2025, three working days before the meeting takes place. Each speaker should limit themselves to three minutes on any item. 

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 those taking a recording to cease whilst you speak.

There were none.

Considered

The report of the Assistant Chief Executive Legal and Democratic Services and Monitoring Officer proposing a Community Governance Review (CGR) for a defined number of parish areas set out in the Terms of Reference at Appendix 1.

The Assistant Director Legal Services introduced the report and explained that parish electoral governance arrangements could be amended by a CGR, which included merging, abolishing, grouping or de-grouping parishes. A CGR must ensure that the proposed community governance reflects the interests and identities of the community and involves public consultation.

The 17 parish areas currently included within the proposed CGR were based on requests received for a CGR, as well as where the Electoral Services team had identified grouped parish councils that are not currently represented in each parish area, or internal ward boundaries that would benefit from a review. Several requests were not included within the Terms of Reference because the Local Government Boundary Commission for England’s (LGBCE) initial proposals for revised NYC division boundaries affect electoral arrangements for some areas that had requested CGRs. 

The Assistant Director Legal Services informed the Committee that an additional CGR request had been received since the publication of the report, which was a request to increase the size of a town council. It was noted that if approved by the Committee, the Assistant Chief Executive Legal and Democratic Services would have delegated powers to consider any further requests for a CGR from other parish areas and incorporate them into the Terms of Reference.

The alternative options considered were outlined, which were to do nothing, or conduct a full area review.

The existing governance arrangements for the 17 parish areas included within the proposed CGR were included at Annex B and the timetable was attached at Appendix 2.

The Committee were asked to consider and approve the Terms of Reference for referral to full Council for approval.

In response to the proposal outlined in the report, Members raised the following points:

• Following a query from a Member in relation to the number of parish and town councils, the Principal Democratic Services Officer confirmed that there are 729 individual parishes in North Yorkshire as cited within the report. These parishes then make up 412 parish and town councils and there are a further 160 parish meetings. Some of the individual parishes group together to form a parish council so within the 412 parish and town councils some will be made up of a number of individual parishes that may also be requesting individual precepts.
• It was confirmed that local residents would be consulted as part of the CGR, and that all comments would be considered.
• Some Members expressed that as many parish areas as possible should be considered for the review, not just the 17 areas currently proposed. In response, Members were reminded of the 12-month window to complete the review, as well as the need to manage the Council’s resource and budget in the lead up to the 2027 elections.
• In response to a question  ...  view the full minutes text for item 137.

Considered

The report of the Assistant Chief Executive Legal and Democratic Services and Monitoring Officer to update Members on the development of the national ethical framework under the Localism Act 2011.

Members receive a report at each Standards and Governance Committee meeting setting out any recent developments in the national ethical framework.

At the meeting held on 6 January 2025, Members considered the Government consultation on strengthening the standards regime and the associated LGA questionnaire and determined the Council’s response to each. The Senior Governance Lawyer reported that there were no further developments on the outcome of the consultation which closed on 26 February 2025, but other organisations were now publishing the responses they had submitted and hyperlinks were included in the report.

It was reported that the Committee on Standards in Public Life had published a report on “recognising and responding to early warning signs in public sector bodies” to support public sector bodies in recognising and responding to early warning signs of emerging problems, improving accountability and transparent leadership. A link to the report was included in the meeting papers.

In response to the report, one Councillor expressed an interest for more sanctions in response to certain types of behaviour.

Resolved

To note the contents of the report.

Considered

The report of the Head of Democratic Services and Scrutiny which outlined the record of attendance of Members at meetings of the Council and its committees for the period 1 May 2024 until 30 April 2025.

A copy of the overall attendance statistics for the period 1 May 2024 until 30 April 2025 was attached at Appendix 1.

It was noted that whilst the information reflected a large proportion of the Members’ attendance, it did not include all meetings.

In response to the report, the following questions were raised:

·       One Member queried whether the Council or the relevant political Group was responsible for challenging councillor attendance that fell below the benchmark of 66%. In response, the Principal Democratic Services Officer explained that when these instances occurred, the Head of Democratic Services and Scrutiny would discuss this in conjunction with the Assistant Director Legal and Democratic Services.

·       A request was made to include the appointment of substitutes within the attendance summary, although it was noted that this would not change the overall attendance statistics.

·       Two Committee Members commented that their attendance appeared lower than expected and advised that they would look into this further.

Resolved

       i.         That subject to Members’ comments the report be noted, and

     ii.         That copies of the statistics be circulated to the Leaders of the political groups of the Council.

Considered

A report of the Assistant Chief Executive Legal and Democratic Services and Monitoring Officer presenting an update on standards complaints received.

The Senior Governance Lawyer reported that during the period 1 April 2023 to 31 March 2024, the Council received 174 complaints that members may have breached the relevant authority’s code of conduct for Members.

During the period 1 April 2024 to 31 March 2025, a further 133 complaints had been received.

A detailed breakdown of the complaints statistics for the two full municipal years were attached at Appendix 1.

In the current municipal year from 1 April 2025 to date (as of 6 June 2025), a further 23 complaints had been received and a breakdown was attached at Appendix 2.

The Senior Governance Lawyer was pleased to report a steady downward trend in the number of complaints received. The average time taken to process complaints was now significantly reduced thanks to the help of the Independent Persons, the introduction of a new pre-assessment stage for complaints to be first considered by the Monitoring Officer or Deputy Monitoring Officer, and a reduction in the number of blanket complaints against all members of parish and town councils from persistent complainants.

Resolved

That the Committee notes the current position on standards complaints received.

Considered

A report of the Assistant Chief Executive Legal and Democratic Services and Monitoring Officer presenting an update on temporary appointments to parish and town councils made under his delegated powers.

The Principal Democratic Services Officer explained that where parish and town councils become inquorate and cannot meet or conduct any business, a temporary appointment is made under Section 91(1) of the Local Government Act 1972 so that business can continue, and new members can be co-opted onto the parish or town council.

On 6 September 2024, the Committee delegated the power to make temporary appointments to the Assistant Chief Executive Legal and Democratic Services and Monitoring Officer, in order to streamline the process.

The report outlined the temporary appointments that had been made since this time, of which there had been 4 in total. The Principal Democratic Services Officer reported that Lillings Ambo Parish Council had no parish councillors appointed to it, and no clerk and it had therefore been included in CGR review.

In response to a query from a Member concerning the length of time division members were usually temporarily appointed onto a parish council, it was confirmed that this varied from case to case, with some division Members coming off almost instantly as soon as a co-option is made, and others staying on for several months.

Resolved

That Members note the report.

Considered

A report of the Assistant Chief Executive Legal and Democratic Services and Monitoring Officer presenting the Standards Training Plan for Members for 2025/26.

A report is brought to each ordinary meeting of the Committee for it to consider the standards training needs of Members of the Council and how best to meet them through the Standards Training Plan.

At the previous meeting on 14 March 2025, Members requested that the Training Plan contained more information regarding planned future training for Members.

The updated Standards Training Plan was attached at Appendix 1 of the report, which included a caveat about the potential changes to the standards regime following earlier Government consultation on strengthening the regime.

Members raised the following points:

• The usefulness of the training provided to Members prior to Standards hearings.
• Officers confirmed that there was no definitive date for the introduction of any changes to the standards regime. It was acknowledged that several months had passed since the close of the consultation in February and that the delay was likely due to the requirement for new legislation. Officers agreed to keep Members updated on any developments.

Resolved

That Members consider the Standards Training Plan for Members for 2025/26 and

determine whether any amendments are required.

Considered

The Assistant Chief Executive Legal and Democratic Services and Monitoring Officer’s report attaching a draft Standards Bulletin.

The Standards Bulletin is produced periodically and circulated to Members and relevant officers of the Council to keep them informed of key developments in the standards regime. Members previously agreed that the Bulletin should be circulated to parish and town councils in the North Yorkshire area.

The Bulletin was attached at Appendix 1 to the report.

Resolved

That the Bulletin be updated as necessary following the outcome of the Committee’s meeting and approved for circulation.

Considered

The Assistant Chief Executive Legal and Democratic Services and Monitoring Officer’s report on the Committee’s Work Programme for 2025/26.

The Committee previously agreed it would be helpful for the Committee to implement a forward Work Programme of its work, as far as this can be anticipated.

The Programme is a standing item on each scheduled ordinary meeting of the Committee and keeps track of matters that the Committee wishes to consider/review.

A revised Work programme was attached at Appendix 1.

Resolved

That Members consider and review its Work Programme at Appendix 1.

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

There was no urgent business.