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SELBY DISTRICT COUNCIL

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SELBY DISTRICT COUNCIL

    SELBY DISTRICT COUNCIL

    Minutes of the proceedings of a meeting of the Policy and Resources Committee

    held on 27 June 2006, in Committee Room 2, The Civic Centre, Portholme Road,

    Selby, commencing at 4.00pm.

919 Minutes

    920 Chair’s Address to the Policy and Resources Committee 921 Annual Delivery Plan

    922 Electoral Administration

    923 Consultation of State of Area Address 924 Annual Efficiency Statements

    925 Pre-Ballot Cost for LSVT Funding Arrangements 926 Statement of Internal Control

    927 General Fund Revenue Outturn 2005/06 928 General Fund Capital Outturn 2005/06 929 Statement of Accounts 2005/06

    930 Financial Planning Policies

    931 Referrals from Other Boards and Committees 932 Private Session

    933 Comino Contract

    934 Claim for Possessory Title

Present: Councillor M Crane in the Chair

Councillors: Mrs E Casling, Mrs M Davis, D McSherry, Mrs W Nichols, W Norton, R

    Packham, B Percival, S Shaw Wright.

    Officials: Chief Executive, Strategic Directors, Head of Legal and Democratic

    Services, Head of Finance and Central Services, Head of Policy and

    Performance, Accountancy Services Manager, Electoral Services

    Officer, Democratic Services Officer.

Public: 0

    Press: 2

    916 Councillor Crane asked the Committee to stand for a minutes silence in

    tribute to the late Councillor M Patrick.

    917 APOLOGIES FOR ABSENCE AND SUBSTITUTION

    Apologies were received from Councillors J Crawford and Mrs G Ivey.

    Substitute Members were Councillor S Shaw-Wright (J Crawford)

    Policy and Resources Committee

    27 June 2006

    918 DISCLOSURE OF INTEREST

Councillor B Percival declared an interest in item 14 of the agenda

    regarding the Review of Car Parking Strategy. He also declared a non-

    pecuniary interest in item 17.

    919 MINUTES

RESOLVED:

    That the minutes of the proceedings of the meeting of the Policy and Resources Committee held on 11 April 2006 be confirmed as a

    correct record and be signed by the Chair.

    920 CHAIR’S ADDRESS TO THE POLICY AND RESOURCES

    COMMITTEE

The Chair paid tribute to the late Councillor Patrick for service to the

    Council and district of Selby, a sentiment echoed by all Members of the

    Committee. It was agreed that a letter of gratitude would be sent to

    Councillor Patrick’s widow, along with an offer to posthumously make

    Councillor Patrick an Alderman of the Council.

The Chair also noted that the Partnership Agreement had been signed

    with North Yorkshire County Council on 26 June 2006.

    921 ANNUAL DELIVERY PLAN

Members received a report from the Strategic Director, Jonathan Lund,

    outlining the Annual Delivery Plan 2006/07.

Members were asked to consider, approve and support the Annual

    Delivery Plan, which showed the outcomes, and actions that the Council

    sought to achieve during 2006/2007.

Resolved:

That the Annual Delivery Plan for 2006-07 be approved.

    922 ELECTORAL ADMINISTRATION

The Electoral Services Officer presented a report outlining the impact of

    the proposed Electoral Administration Bill, and requested a

    supplementary estimate in order to meet the additional costs that the bill

    would create.

    Policy and Resources Committee

    27 June 2006

Resolved: That the impact of the Electoral Administration Bill 2006

    be noted;

Recommended: that a supplementary revenue estimate of ?42,000

    be approved.

    923 CONSULTATION ON STATE OF THE AREA ADDRESS

    The Head of Policy and Performance informed Members of the proposed programme of consultations relating to the State of the Area

    Address, 2006.

A detailed consultation had been drawn up to gauge the District’s

    response to the Council’s key priorities. It was noted that the State of the

    Area Address would be delivered to Council on the 18 July 2006.

In response to questions from Members, the Head of Policy and

    Performance agreed to provide Councillor Mrs W Nichols with a detailed

    breakdown of the clubs that would be consulted.

Members were informed that where possible, the use of email and the

    internet would be encouraged during the consultation process.

    Moved by Councillor R Packham, and seconded:

That the recommendation in the report be amended to include a detailed

    report back to Policy and Resources Committee showing a breakdown

    of responses to the consultation process.

Upon voting, the amendment was defeated and the original

    recommendation was carried.

Resolved:

That the content of the State of the Area Address Consultation

    Programme 2006 be agreed.

    924 ANNUAL EFFICIENCY STATEMENTS

The Head of Finance and Central Services informed Members of the

    Council’s proposed efficiency savings for 2006/07 following the

    submission of the Annual Efficiency Statement to the Department of

    Communities and Local Government.

In response to questions, the Head of Finance and Central Services

    Policy and Resources Committee

    27 June 2006

informed Members that efficiency savings would include existing

    services where a marked improvement in delivery had been made.

Resolved: That:

    i) The Annual Efficiency Statement for 2006/07 be endorsed;

    and

    ii) Monitoring of the achievements of efficiencies throughout

    the year be carried out and further reports of this matter

    be brought to future meetings of this Committee

    925 PRE-BALLOT COST FOR LSVT (LARGE SCALE VOLUNTARY TRANSFER) FUNDING ARRANGEMENTS

The Head of Finance and Central Services informed Members of the

    expenditure accumulated on the pre-ballot activities leading up to and including the ballot of tenants on LSVT and how, in accordance with the

    proper accounting practice and statutory requirements, the Council had

    planned to meet these costs.

Members were informed that the Head of Finance and Central Services

    had also sought the views of Government Office and the External

    Auditor before finalising the breakdown of costs.

The Accountancy Services Manager informed Members that the

    Housing Special Project Fund had existed for a number of years and

    was used to fund housing investment projects, such as the current

    warden service for sheltered housing. The fund currently stood at ?1.37million following the LSVT costs and would continue to fund

    housing investment projects.

The Strategic Director, Steve Martin, informed Members that Selby

    residents had been given the same level of information as tenants of

    other authorities in the area and the costs were broadly the same.

The Head of Finance and Central Services agreed to write to Members

    with a full breakdown of the costs involved before the next meeting of

    Council.

Recommended: That:

    i) In accordance with proper accounting practice and

    statutory requirements, the pre-ballot expenditure on

    LSVT of ?523,143 be charged to the Council as follows:-

    a) General Fund - ?266,210

    b) Housing Revenue Account - ?256,933

    ii) Those costs attributable to the Housing Revenue Account

    Policy and Resources Committee

    27 June 2006

    will be funded by way of contribution from the Housing

    Special Project Fund, as agreed by Council on 14

    December 2004;

    iii) A supplementary revenue estimate in 2005/06 of ?266,210

    to meet those costs attributed to the Council’s General

    Fund be approved; and

    iv) The cost of the supplementary revenue estimate from the

    Council’s General Fund Working Balance be approved.

    926 STATEMENT OF INTERNAL CONTROL

The Head of Finance and Central Services sought Members approval

    for the Statement of Internal Control for 2005/06.

Resolved:

    That the Statement of Internal Control 2005/06 be approved.

    927 GENERAL FUND REVENUE BUDGET - OUTTURN 2005/06

The Accountancy Services Manager informed Members of the final

    outturn position on the General Fund Revenue Budget for 2005/06 and

    sought Members’ approval to the proposed contributions to specific

    reserves.

In response to questions from Members, the Accountancy Services

    Manager noted that the Council had initially planned to borrow money to

    purchase industrial units at a cost of ?45,000 but as this had not gone

    ahead, it had been reported as a ?45,000 saving.

Recommended: That

    i) the outturn position of the Council’s General Fund

    Revenue Budget for 2005/06 be noted ;

    ii) the budget slippage for 2005/06 be approved; and

    iii) contributions to specific reserves as set out in the report

    be approved.

    928 GENERAL FUND CAPITAL PROGRAMME OUTTURN 2005/06

The Accountancy Services Manager informed Members of the final

    outturn position on the General Fund Capital Programme for 2005/06.

Recommended: That:

    i) the outturn position on the Council’s General Fund

    Capital Programme for 2005/06 be noted; and

    Policy and Resources Committee

    27 June 2006

    ii) the Capital Programme slippage for 2005/06 be approved.

    929 STATEMENT OF ACCOUNTS 2005/06

    The Accountancy Services Manager sought Members approval for the Council’s Statement of Accounts 2005/06.

Members were given a leaflet summarising the financial results for

    2005/6 that would be made available in public places and on the

    Council’s website.

    In response to questions regarding Selby and Tadcaster Markets, the Accountancy Services Manager provided a breakdown of the costs

    involved. It was agreed that further information would be obtained from

    the Markets Officer regarding individual costs such as for electricity at

    Selby Market.

It was noted that the Farmers/Continental Markets had provided a boost

    for businesses in Selby.

Resolved:

    That the Statement of Accounts for 2005/06 be approved.

    930 FINANCIAL PLANNING POLICIES

The Head of Finance and Central Services introduced a report

    requesting Members approval for the Financial Planning Policies

    Statement that would provide the foundation for the development of the

    Council’s Financial Strategy 2007 - 2010.

Resolved: That:

    i) the Financial Planning Policies Statement be approved;

    ii) the proposals in relation to the following be agreed:

    a) the delegated authority for the setting of fees and

    charges to Heads of Service; and

    b) the use of surplus income.

    931 REFERRALS FROM OTHER COMMITTEES AND BOARDS

    Members considered the undermentioned referrals as follows:

(a) Environment Board - 25 May 2006 - Review of Car Park Strategy

    (Minute 911)

    Councillor B Percival left the meeting for this item.

    Policy and Resources Committee

    27 June 2006

Recommended: That;

    (i) That Audus Street Car Park is re-designated as a short

    stay car park and the tariff adjusted accordingly;

    (ii) That Portholme Road Car Park is re-designated as a long

    stay car park and the tariff adjusted accordingly;

    (iii) That the revised tariff structure is implemented in respect

    of all existing pay and display car parks;

    (iv) That the issue of a car park strategy for Tadcaster is

    revisited following the completion of negotiations

    between the Council and Samuel Smiths Old Brewery

    regarding Central Area Car Park;

    (v) That alternative uses of the land, currently used as a free

    car park, at Sherburn in Elmet be explored by the Council;

    (vi) That the Policy and Resources Committee be asked to

    approve a supplementary revenue budget provision, in

    the sum of ?20,000 for temporary repairs at Central Area

    Car Park, Tadcaster in 2006/07

Councillor B Percival rejoined the meeting.

(b) Environment Board 25 May 2006 York and North Yorkshire

    Waste Management Revised Draft Strategy Documents ‘Lets Talk

    Less Rubbish’ (Minute 912)

Following concerns raised by Members, it was agreed that a letter would

    be sent to NYCC on behalf of residents requesting discussions on what plans were in place for a ‘bring’ site in the Sherburn/South Milford areas.

Recommended:

That the Waste Management Partnership Strategy be adopted

    subject to agreement by Selby District Council of a detailed, costed

    action plan and the development of a Service Level Agreement

    between North Yorkshire County Council and the seven District

    Councils.

(c) Environment Board 25 May 2006 Grounds

    Maintenance/Streetscene Procurement (Minute 915)

Recommended:

    (I) That authority be given to the Head of Service -

    Environmental and Leisure Services to enter into

    negotiations with the current Grounds Maintenance

    Policy and Resources Committee

    27 June 2006

    contractor to extend the current contract for a period of 6

    months with effect from 1 October 2006;

    (II) In view of the need to revise the specification for the new

    Grounds Maintenance contract and the proposed

    extension at (ii) above, waive the requirement of

    Procurement Procedures.

    (d) Economy Board 13 June 2006 Funding Bid Proposal for the

    Provision of Visitor Information Centre NYCC Library and

    Information Centre at Selby (Minute 873)

Recommended:

    i) That a supplementary estimate of ?7,500 to support the

    provision of the Visitor Information Centre until December

    2006, subject to the cost breakdown from NYCC be

    approved;

    ii) That further work be undertaken by NYCC to assess the

    benefits and rationale for continued Visitor Information

    Centre provision and that following the outcome of this

    work, a further report be brought back to a future meeting

    of the Economy Board.

    (e) Social Board 14 June 2006 Review of the Private Housing

    Assistance Policy (Minute 882)

Recommended: That the Private Housing Assistance Policy

    2006/07 be endorsed.

PRIVATE SESSION 932

Resolved:

That in accordance with Section 100(A)(4) of the Local Government

    Act 1972, in view of the nature of the business to be transacted, the

    meeting be not open to the Press and public during consideration

    of the following items as there will be a disclosure of exempt

    information as defined in Section 100(1) of the Act as described in

    paragraphs 1 and 3 of Part 1 of Schedule 12A to the Act.

    933 COMINO CONTRACT

The Head of Legal and Democratic Services introduced a report

    Policy and Resources Committee

    27 June 2006

    regarding the Comino Contract and future options.

Resolved: That:

    i) the advice from NYCC be noted;

    ii) Officers be requested to meet further with Comino to seek

    improvements to the offer made; and

    iii) A further report be brought back to the Policy and

    Resources Committee.

    934 CLAIM FOR POSSESSORY TITLE

The Head of Legal and Democratic Services asked Members to

    consider a claim for adverse possession of Council-owned land.

Resolved:

    i) That the applicant be requested to submit evidence

    to support his claim to adverse possession of the

    land; and

    ii) That a further report be brought back to the Policy

    and Resources Committee.

    The meeting closed at 6pm.

    Policy and Resources Committee

    27 June 2006

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