Agenda and minutes

To receive apologies for absence.

Apologies for absence were received from Councillors Lunn, E Jordan and Nichols.

A copy of the Register of Interest for each Selby District Councillor is available for inspection at www.selby.gov.uk.

Councillors should declare to the meeting any disclosable pecuniary interest in any item of business on this agenda which is not already entered in their Register of Interests.

Councillors should leave the meeting and take no part in the consideration, discussion or vote on any matter in which they have a disclosable pecuniary interest.

Councillors should also declare any other interests. Having made the declaration, provided the other interest is not a disclosable pecuniary interest, the Councillor may stay in the meeting, speak and vote on that item of business.

If in doubt, Councillors are advised to seek advice from the Monitoring Officer.

Councillor Arthur declared a personal interest in agenda item 9 – Reports from the Executive as he was currently employed by Network Rail.

To approve as a correct record the minutes of the meeting of the Council held on 16 July 2019.

The Council considered the minutes of the meeting held on Tuesday 16 July 2019.

RESOLVED:

To approve the minutes of the Council meeting held on 16 July 2019 for signing by the Chairman.

The Chairman, Leader of the Council or the Chief Executive will deal with any communications which need to be reported to the Council.

The Chief Executive thanked Bernice Elgot, Interim Solicitor to the Council for her work as this was her last meeting of Council. The Chief Executive also introduced Alison Hartley who would be joining as the permanent Solicitor to the Council from Monday 23 September 2019.

To receive any announcements from the Chairman, Leader or Members of the Executive.

Council was informed that the Chairman would be holding a concert on Saturday 12 October 2019 to raise money for his charities and that tickets were available from Democratic Services.

To receive any petitions.

There were no petitions received.

To receive and answer questions, notice of which has been given in accordance with rule 10.1 of the Constitution.

There were no public questions received.

Councillor Questions Process:

·         Councillors can ask questions in accordance with rule 11.2 of the Constitution.

·         An answer to a question submitted may take the form of:

a)    A direct oral answer;

b)   Where the desired information is in a publication of the Council or other published work, a reference to that publication; or

c)    Where the reply cannot conveniently be given orally, a written answer circulated later to all members of the Council.

·         A councillor asking a question may ask one supplementary question, without notice, of the councillor to whom the first question was asked. The supplementary question must arise directly out of the original question or the reply.

Five questions from Councillors have been submitted for consideration.

It was noted that five questions had been received from Councillors.

Question One

Councillor Jordan asked question one in relation to car parking as outlined on the agenda. The Lead Executive Member for Communities and Economic Development explained that the Council’s Car Parking Strategy had been approved in September 2018 and had outlined the Council’s intent to invest £900,000 in its car parks. Council was informed of the current improvement work that had taken place across the car parks.

The Lead Executive Member for Communities and Economic Development explained that an hours of free parking for Selby had been previously agreed however this had been linked to the proposal in Tadcaster. Council was informed that these proposals were no longer economically viable therefore other options would be considered.

The Lead Executive Member for Communities and Economic Development outlined proposals to introduce four hours free parking commencing leading up to the Christmas period from the end of November. In response to a supplementary question concerning the time limits for when the four hours would be applicable, Council was informed that this could be for any part of the day.

Question Two

Councillor John McCartney asked question two in relation to section 215 notices as outlined on the agenda. The Lead Executive Member for Place Shaping explained that it would not be an effective use of officer time to look at the number of notices served back to 1990 due to the amount of work that would be involved. Members were informed that if they had any particular concerns regarding any sites then they should bring these to the attention of officers. It was also noted that the item on section 215 notices would be considered at the next meeting of the Scrutiny Committee.

In response to a supplementary question concerning government guidance on section 215 notices, the Lead Executive Member for Place Shaping explained that section 215 notices were one of a number of powers available to the Council however were usually a last resort.

Question Three

Due to the Lead Executive Member for Finance and Resources giving his apologies for the meeting, it was agreed this question would be deferred until the next meeting.

Question Four

Councillor Mary McCartney asked question four in relation to fly tipping as outlined on the agenda. The Lead Executive Member for Housing, Health and Culture explained that incidents of fly tipping across Selby District over the last three years had reduced from 685 in 2016/17 to 634 in 2018/19 with the downward trend continuing in the current year with 170 incidents reported between April and July.

In respect of cameras, the Lead Executive Member for Housing, Health and Culture explained that the Council had two cameras which they could deploy at a range of locations. In response to a supplementary query concerning a modern way to tackle fly tipping, the Lead Executive Member for Housing, Health and Culture explained that if people reported any incidents to the Council, they would look at deploying the  ...  view the full minutes text for item 32.

The Leader of the Council, and other members of the Executive, will report on their work since the last meeting of the Council and will respond to questions from Councillors on that work.

Councillor Mark Crane, Leader of the Council

The Leader of the Council presented his update on the work he had recently undertaken, as outlined in his report.

The Leader of the Council explained that a multi-agency meeting concerning unauthorised gypsy and traveller encampments has been held and an action plan had been developed. It was noted that discussions were taking place with Leeds City Council who had done some successful work in this area.

In response to a query concerning the membership of the Local Resilience Forum with regard to Brexit, the Chief Executive explained that the membership was made up of representatives from the Fire, Health and Police Services along with the local authority and the Forum dealt with issues such as ensuring there was sufficient food and fuel and looking at the pressures across the different sectors.

In response to a query concerning communicating to Councillors, it was agreed that information available concerning Brexit could be sent to all Councillors. It was suggested that the Council should look to repeat the seminar that North Yorkshire County Council had held for its Members on this subject.

A query was raised concerning the spending of the money allocated to the District Council for Brexit. The Leader of the Council stated that the funding received could only be spent on issues related to Brexit and nothing else. 

Councillor Richard Musgrave, Deputy Leader of the Council and Lead Executive Member for Place Shaping

Councillor Musgrave, Deputy Leader of the Council and Lead Executive Member for Place Shaping, provided an update on the work he had recently undertaken, as outlined in his report.

In respect of climate change, the Lead Executive Member for Place Shaping explained that a cross party approach had been agreed on this and the motion listed on this item further down the agenda would be withdrawn.

A query was raised regarding the Local Facilities Survey and whether information had been fed back to Parish Councils concerning the facilities available in their area. The Lead Executive Member for Place Shaping stated that the results would be communicated.

A query was raised concerning Olympia Park with regard to whether the Council was confident in finalising the securing of the Housing Infrastructure Fund (HIF) grant as some costs had already been spent on consultants which the HIF grant was meant to be paying for. The Lead Executive Member for Place Shaping explained that the HIF grant would be for funding the access road in the site and over the last few weeks there had been discussions with Homes England over the terms and conditions of the grant and these were currently ongoing.

In response to a further query concerning the number of properties for council tax and business rates to be built on the site, the Lead Executive Member for Place Shaping explained that the proposal was for 1,190 properties to be built on the site however a detailed plan would be submitted for the site in due course.

Concern was raised  ...  view the full minutes text for item 33.

To receive reports from the Council’s committees which need to be brought to the attention of Council. To receive questions and provide answers on any of those reports.

Councillor Steve Shaw-Wright, Chairman of the Overview and Scrutiny Committee

Councillor S Shaw-Wright, Chairman of the Overview and Scrutiny Committee explained that the Committee had not met since the last meeting of Council.

Councillor Andrew Lee, Chairman of the Policy Review Committee

Councillor Lee, Chairman of the Policy Review Committee provided an update on the work of the Committee as outlined in his report.

The Chairman of the Policy Review Committee explained that the Policy Review Committee had been asked to look into the issue of climate change and would be adding that to the work programme.

Councillor K Arthur, Chairman of the Audit and Governance Committee

Councillor Arthur, Chairman of the Audit and Governance Committee provided an update on the work of the Committee as outlined in his report.

RESOLVED:

To receive and note the reports from the Committees.

Report C/19/02 outlines proposals for the funding of the Council’s waste and recycling collection fleet.

The Lead Executive Member for Housing, Health and Culture presented the report which outlined proposals for the funding of the Council’s waste and recycling collection fleet.

A query was raised whether a lease option instead of a buying option had been considered. The Director of Corporate Services and Commissioning explained that a number of options had been considered and the option being proposed was the cheapest for the Council.

In response to a query concerning the range of vehicles and the difficulties in accessing some streets in the district, the Lead Executive Member for Housing, Health and Culture explained that there would be a range of vehicles to collect waste and that the access issues were being considered by the Task and Finish group.

RESOLVED:

i)             To approve the scheme for the purchase of the new fleet and it is added to the capital programme for 2019/20 at an estimated cost of £4m.

ii)            To fund the purchase from prudential borrowing with the associated net revenue saving of £185k per annum.contributing to the Council’s savings plan.

REASON FOR DECISION:

The current fleet will be 10 years old by April 2020 and requires replacement. The decision to implement a wheeled bin recycling service from April 2020 enables the procurement of a standard rear loading collection fleet.

The Council funding a replacement fleet will deliver annual revenue savings of approximately £185k subject to final tender prices, making a significant contribution to the Councils savings target. A public procurement exercise is required to be undertaken and officers have identified an appropriate procurement framework. Tender documents have been issued and contract award is subject to funding approval. Standard rear loading vehicles provide the basis of a more efficient collection service resulting in two less vehicles than are currently used. In addition the purchase and distribution of 37,400 wheeled bins to all households is required in advance of the commencement of the new service as referenced in Executive Report E/19/10.

Report C/19/03 outlines proposals for the funding of wheeled bins for the new recycling service.

The Lead Executive Member for Housing, Health and Culture presented the report which outlined proposals for the funding of wheeled bins for the new recycling service.

An amendment to include an extra resolution was proposed and seconded as follows:

‘This Council also considered that if it is expected that residents recycle their plastic waste, it must do the same, and collect the Council’s plastic recycling bins. It therefore instructs the Task and Finish Group to consider this matter and recommend a mechanism for the collection of Council owned recycling bins from the doorstep of those residents who do not wish to retain them’.

In response to a query concerning the waste going to landfill, the Lead Executive Member for Housing, Health and Culture explained that under the n new system, paper and glass would be separated which would avoid cross contamination and therefore improve the number of materials that were recycled.

The amendment was voted upon and carried and was then put to the vote as the substantive motion.

RESOLVED:

i)             To approve the scheme for the purchase of wheeled bins and it is added to the capital programme for 2019 / 2020 at an estimated cost of £1.35 million;

ii)            To instruct the Task and Finish Group to consider and agree a mechanism for the collection of Council owned recycling bins from the doorstep of those residents who do not wish to retain them.

REASON FOR DECISION:

The implementation of a wheeled bin recycling service from April 2020 requires the purchase and distribution of 74,400 wheeled bins to all households in advance of the commencement of the new service.

Report C/19/04 outlines proposals for a new Selby District Local Plan.

The Lead Executive Member for Place Shaping presented the report which outlined proposals for a new Selby District Local Plan and explained that the scale of growth in relation to house building had placed Selby at the forefront with 625 net dwellings being completed between 1 April 2018 and 31 March 2019. In addition, it was noted that the Council had a 6.4 years of housing land supply.

Discussion took place around secondary villages and designated service villages and concern was raised at the lack of development in some villages in comparison with others. It was stated that this needed to be looked into. The Lead Executive Member for Place Shaping explained that some of the information in relation to the current local plan was outdated and therefore needed to be updated for any new plan.

In response to a query about the views of Members being considered, the Lead Executive Member for Place Shaping explained that throughout the process, there would be several opportunities for Members to comment. In addition, it was agreed there would be an all member briefing on the five year housing land supply and the local plan.

Discussion took place on the current plan and risks associated with moving to developing a new local plan. It was stated that there needed to be consideration given to whether the Government would introduce changes to the National Planning Policy Framework during the process and there needed to be consideration given to any legal challenges to the plan which may be submitted which would in turn then delay the process.

Concern was raised at the lack of current allocated sites and that the two year time frame outlined would be challenging considering the length taken with the current local plan. Additionally, it was noted that Brexit may affect the housing market delivery and that this would need to be considered.

The Lead Executive Member for Place Shaping explained that it was necessary to include timescales in the proposals however these were indicative. Council was informed that the decision being presented was on the best way forward.

RESOLVED:

i)             To agree to begin work on the preparation of a new comprehensive Local Plan for Selby District utilising the evidence base and work that has already been undertaken.

ii)            To agree that the revised Local Development Scheme which sets out the timescales for the preparation of a new Local Plan at Appendix A is brought into effect and published.

REASON FOR DECISION:

The preparation of a new Local Plan will help to ensure that the Council has a robust development plan for the whole District, prepared in line with current national planning guidance which properly reflects its Economic Strategy and Corporate Priorities.

Report C/19/05 outlines the Medium Term Financial Strategy.

The Leader of the Council on behalf of the Lead Executive Member for Finance and Resources presented the report which outlined the Medium Term Financial Strategy.

Council was informed that the council tax increase would be capped at 2% with anything over that amount subject to a referendum and that the Council was still expected to receive the renewable energy business rates windfall along with the New Homes Bonus.

It was noted that the business rates pilot had been stopped and a letter signed by all of the authorities in the pilot had been sent to the Prime Minister objecting to the decision.

Concern was raised at the lack of green initiatives included in the spending for the special projects reserve and the programme for growth. The Leader of the Council stated that if any Members had any suggestions for such initiatives then they could submit them for consideration.

RESOLVED:

                        To approve the Medium Term Financial Strategy

REASON FOR DECISION:

To set the framework for the 2020/21 budget and Medium Term Financial Plan to 2022/23.

C/19/06 outlines the recommendations from the review of polling districts and polling places 2019.

The Leader of the Council presented the report which outlined the recommendations from the review of polling districts and polling places 2019.

RESOLVED:

i)             To allocate the Comus Inn instead of Camblesforth Village Church as the polling station for the CAM polling district.

ii)            Aside from the above change, to agree that all the other polling stations remain as outlined in the Acting Returning Officer’s proposals.

iii)           To delegate authority to the (Acting) Returning Officer to find an alternative polling station for an election if any of the polling stations outlined in the proposals are unavailable.

REASON FOR DECISION:

To comply with the Representation of the People Act 1983 and the Electoral Registration and Administration Act 2013.

Motions Process:

• No speeches may be made after the mover has moved a proposal and explained the purpose of it until the motion has been seconded.

• When seconding a motion or amendment, a councillor may reserve their speech until later in the debate.

• Speeches must be directed to the motion under discussion or to a personal explanation or point of order. No speech may exceed five minutes without the consent of the Chairman.

• A councillor who has spoken on a motion may not speak again whilst it is the subject of debate, except:

a)    To speak once on an amendment moved by another councillor;

b)   To move a further amendment if the motion has been amended since he/she last spoke;

c)    If his/her first speech was on an amendment moved by another councillor, to speak on the main issue (whether or not the amendment on which he/she spoke was carried);

d)   In exercise of a right of reply (see Rule 15.9 of the Constitution);

e)    On a point of order (see Rule 15.12 of the Constitution); and

f)     By way of personal explanation (see Rule 15.13 of the Constitution).

• For amendments, please refer to Rule 15.6 of the Constitution.

There have been three motions submitted for consideration. These are outlined at 11.1, 11.2 and 11.3 of the agenda.

It was noted that three motions had been submitted for discussion however as per the earlier discussion, the motion regarding climate change had been withdrawn. The first motion submitted as outlined on the agenda related to sky lanterns. Councillor Crane proposed the motion and stated that he had received a number of representations from groups who were supporting the motion.

Discussion took place on the proposed motion and it was stated that it would have to be proved that the lanterns were released from council owned properties.

RESOLVED:

To support the motion on sky lanterns as outlined on the agenda. 

The section motion submitted related to modern slavery. Councillor Packham proposed the motion and stated that despite being abolished, slavery was still prevalent across society with recent figures stating that there 40 million people in modern slavery across the world. Council members were supportive of the motion.

RESOLVED:

To support the motion on modern slavery as outlined on the agenda. 

The Chief Executive will report on any instances where she has acted in urgent or emergency situations under the functions delegated to her in the Constitution.

It was noted that the Chief Executive had taken the following urgent action since the last meeting:

• On 2 September 2019, appointed Councillor John Mackman as Vice Chair of the Planning Committee for the 2019/20 municipal year with immediate effect.