ASSOCIATION OF NORTH COUNCILS

MINUTES OF THE TWELFTH ANNUAL MEETING OF THE ASSOCIATION HELD ON WEDNESDAY, 30 APRIL 2008 AT DISTRICT COUNCIL OFFICES, RYEDALE HOUSE, MALTON

Start: 2.00 pm Finish: 3.00 pm

PRESENT :

Council Representatives

North Yorkshire County Council County Councillor John Weighell County Councillor Carl Les (as Substitute for County Councillor Chris Metcalfe) John Marsden (Chief Executive)

City of Council Councillor Stephen Galloway

Craven District Council Councillor Carl Lis Gill Dixon (Chief Executive)

Hambleton District Council Councillor Arthur Barker Peter Simpson (Chief Executive. (Also Chief Executive to District Council.))

Harrogate Borough Council John Sowden (Deputy Chief Executive)(as Substitute for Mick Walsh (Chief Executive))

Richmondshire District Council Councillor Melva Steckles Peter Simpson (Chief Executive. (Also Chief Executive to Council.))

Ryedale District Council Councillor Keith Knaggs Janet Waggott (Chief Executive)

Scarborough Borough Council Councillor Derek Bastiman (as Substitute for Councillor Tom Fox) Jim Dillon (Chief Executive)

Selby District Council Martin Connor (Chief Executive)

Yorkshire Local Councils Association Councillor Gaynor de Barr Ian Strong (Chief Officer)

North York Moors National Park Authority Councillor John Fletcher

IN ATTENDANCE:

Colin Dales (Assistant Director (Community), Richmondshire District Council), Ruth Gladstone (Association Secretariat), and Carole Hassan (Chief Executive, Local Government ).

APOLOGIES FOR ABSENCE WERE RECEIVED FROM:

Council Representatives

North Yorkshire County Council County Councillor Bill Hoult County Councillor Steve Shaw-Wright

City of York Council Bill McCarthy (Chief Executive)

Harrogate Borough Council Councillor R Cooper

Selby District Council Councillor Mark Crane

North York Moors National Park Authority Andrew Wilson (Chief Executive)

Yorkshire Dales National Park Authority Dr Malcolm Petyt David Butterworth (Chief Executive)

COPIES OF ALL DOCUMENTS CONSIDERED ARE IN THE MINUTE BOOK

COUNCILLOR STEPHEN GALLOWAY IN THE CHAIR

58. CHAIR – APPOINTMENT FOR 2008/09

RESOLVED –

That Councillor Carl Lis ( District Council) be appointed as the Association’s Chair for 2008/09.

COUNCILLOR CARL LIS IN THE CHAIR

59. VICE-CHAIRS – APPOINTMENTS FOR 2008/09

RESOLVED –

That County Councillor John Weighell and Councillor Stephen Galloway () be appointed as the Association’s Vice-Chairs for 2008/09.

60. APPOINTMENT OF HONORARY SECRETARY FOR 2008/09

RESOLVED –

AssociationofNorthYorkshireCouncilsMinutes30thApril20080.doc/2 That John Marsden be appointed as Honorary Secretary of the Association until the Annual Meeting to be held in 2009.

61. MINUTES

RESOLVED –

That the Minutes of the meeting held on 14 January 2008, having been printed and circulated, be taken as read and be confirmed and signed by the Chairman as a correct record.

62. REPRESENTATION ON OUTSIDE BODIES 2008/09

CONSIDERED –

Report of the Honorary Secretary inviting the Association to appoint/nominate representatives to outside bodies, to serve until the Association’s Annual Meeting to be held in 2009.

RESOLVED –

(a) That the under-mentioned Members be appointed to serve on the bodies listed until the Annual Meeting of the Association in 2009:-

Outside Body 2008/09 Representative

YHA Sustainable Councillor Andrew Waller (York) Development Board Substitute: Vacancy

YHA Regional Transport County Councillor Clare Wood Board Substitute: Councillor Carl Les (Craven)

YHA Regional Planning Councillor John Fletcher (Hambleton) Board Substitute: County Councillor Peter Sowray

YHA Regional Energy Forum Councillor Andrew Waller (York)

LGYH Executive Board/ Councillor Arthur Barker (Hambleton) YHA Regional Executive Substitute: Councillor Carl Les (Craven) Board Sub Regional Local Authority Representative.

LGA Local Government The sub-regional Leader on the LGYH Regional Forum Executive Board.

Substitute: Councillor John Blackie (Richmondshire) Yorkshire Forward Recycling County Councillor John Fort BEM Action Yorkshire Steering Board NYCC Pension Fund Councillor Rob Johnson (Richmondshire) Committee Substitutes: 1. Councillor J Clark (Harrogate) 2. Councillor John Blackie (Richmondshire)

AssociationofNorthYorkshireCouncilsMinutes30thApril20080.doc/3 (b) That the under-mentioned Members be nominated to serve on the bodies listed until the Annual Meeting of the Association in 2009 (such nominations to be considered by the LGYH alongside any nominations from the other sub- regions):-

Outside Body 2008/09 Nominee

Rural Representative on the County Councillor John Weighell YHA Executive Board

Rural Representative on the County Councillor Peter Sowray Regional Planning Board

Rural Representative on the Councillor Derek Bastiman (Scarborough) Regional Transport Board

(c) That representatives on outside bodies be asked to submit, to future meetings of the ANYC, regular written reports, not exceeding one sheet of A4, on the work of the organisations to which they have been appointed.

63. DRAFT LOCAL AREA AGREEMENT

CONSIDERED –

Report of Hugh Williamson (Head of Scrutiny and Corporate Performance, North Yorkshire County Council) providing information on the progress of the development of the new North Yorkshire Local Area Agreement (NYLAA2) leading to sign off by the Secretary of State by 30 June 2008 and recommending approval of the draft NYLAA2 as attached to the report at Appendix 1.

John Marsden introduced the report, advising that, whilst the NYLAA2 would be submitted to a meeting of the County Council for approval, in the spirit of partnership, that would not be done without this Association having first indicated its approval.

It was noted that some local targets still needed to be agreed. Some would not be agreed until autumn 2008 when survey work had been undertaken.

RESOLVED –

That the draft NYLAA2, as attached at Appendix 1 to the report, be approved.

64. AFFORDABLE HOUSING UPDATE

CONSIDERED –

Report of Colin Dales (Assistant Director (Community), Richmondshire District Council) updating the Association on sub-regional housing developments and achievements.

Colin Dales introduced the report, highlighting key achievements and referring to future challenges. Those challenges included the provision of timely monitoring information, in the correct format, in respect of the £63M allocation received from central Government; development of the City Region agenda which would test partnership arrangements in North Yorkshire which looked to two City Regions; and achievement of the LAA affordable housing target.

AssociationofNorthYorkshireCouncilsMinutes30thApril20080.doc/4 A representative expressed concern that, due to circumstances in the current housing market, the number of housing starts might reduce which would impact on Councils’ ability on the LAA affordable housing target.

RESOLVED –

That the report be noted.

65. PARISH COUNCIL LIAISON

CONSIDERED –

Report of Janet Waggott (Chief Executive, Ryedale District Council) inviting the Association to:- (i) consider the current arrangements for parish liaison between the District Councils, North Yorkshire County Council, the Yorkshire Local Councils Association and Parish Councils and to develop the possible benefits of a co- ordinated approach to parish liaison; (ii) develop the concept of parish liaison as a ‘standard’ means of community engagement, where the parish focus was a key element of communication; and (iii) suggest an approach to developing a shared understanding of the current arrangements for liaison with parish councils and discuss the further development of a co-ordinated approach to engaging the North Yorkshire Councils with parish liaison work.

Janet Waggott introduced the report, highlighting the good practice identified in the report, recognising that “one size” did not “fit all”, and suggesting that more audit work should be undertaken.

Councillor Gaynor de Bar (YLCA) welcomed the report and emphasised three issues, namely, with regard to communication with Parish Councils, the County and District Councils should offer Parishes the option of receiving lengthy documents either electronically or in hard copy as electronic copies often created difficulties at Parish level. Secondly, Parish planning work had been undertaken effectively by the RCC but funding problems meant such work might not continue. Consequently the County and District Councils might have to allocate resources to continue Parish planning in the future. Thirdly, it was essential that the County Council contributed to Parish Charters.

Ian Strong (Chief Officer, YLCA) highlighted some of the various training which the YLCA had provided recently for both Parish Councillors and Parish Clerks. The Chairman asked Ian Strong to prepare a note identifying the training which had been provided.

Members commented that devolution to Parishes meant that a debate about Parishes’ accountability would have to take place in the future. It was also commented that action occurred when a decent mix of joint funding was provided.

RESOLVED –

(a) That the seven District Councils and North Yorkshire County Council agree to participate further in an audit of current arrangements for parish liaison.

(b) That the distinctiveness of the approaches being utilised across the Districts and the value of that diversity be acknowledged.

(c) That the best practice and successful arrangements currently operating in the Districts be identified and a framework for future working across North Yorkshire be developed.

AssociationofNorthYorkshireCouncilsMinutes30thApril20080.doc/5 66. LOCAL GOVERNMENT YORKSHIRE AND HUMBER – REGIONAL UPDATE

CONSIDERED –

Report of Carole Hassan (Chief Executive, Local Government Yorkshire and the Humber) updating on the development of the Sub-National Review, progress of the LGYH Manifesto, and approval of the new Regional Improvement and Efficiency Strategy.

Carole Hassan introduced the report, highlighting a key meeting on 9 June 2008 to be attended by John Healey (Minister for Local Government); the LGYH Executive Board’s forthcoming consideration of a Manifesto which concentrated on areas where political leadership was required; and that the North Yorkshire sub-region had secured £240,000 to improve how Councils worked together.

In response to a question from Ian Strong (Chief Officer, YLCA), Carole Hassan agreed that it was impossible for one Parish representative to represent all Parish Councils and suggested that an advisory role might be more appropriate for Parish Councils.

RESOLVED –

That the report be noted.

67. REPORTS OF NORTH YORKSHIRE MEMBERS ON OUTSIDE BODIES

CONSIDERED -

Reports on the recent work of the following outside bodies from the under-mentioned representatives:-

(a) Regional Planning Board – County Councillor Peter Sowray.

(b) North Yorkshire County Council Pension Fund Committee – Councillor John Blackie (Richmondshire District Council).

RESOLVED –

That the reports be noted.

68. ITEMS FOR FUTURE MEETINGS

RESOLVED -

That the Honorary Secretary contact Chief Executives closer to the date of the next meeting to advise of items already included on the Agenda and seek other items of business.

69. OTHER BUSINESS – RESPONSE TO DRAFT REGULATIONS AND GUIDANCE FOR PROPOSALS FOR ESTABLISHING JOINT WASTE AUTHORITIES IN

CONSIDERED –

Report of the York and North Yorkshire Waste Partnership seeking approval of a response to a DEFRA consultation on proposals for Joint Waste Authorities in England. A copy of the draft response, prepared by officers of the York and North Yorkshire Waste Partnership, was set out at Appendix 1 to the report. AssociationofNorthYorkshireCouncilsMinutes30thApril20080.doc/6

John Marsden introduced the report suggesting that, if no further representations were made to him by 20 May 2008, the response, as appended to the report, should be issued.

John Sowden (Deputy Chief Executive, Harrogate Borough Council) referred to Question 9 which related to the draft financing section of the Guidance, in respect of which the draft response was “no comments”. He suggested that the monitoring and accounting requirements were extremely complex and required more thought. Members expressed support for that comment.

RESOLVED –

That the response, as set out at Appendix 1 to the report, be approved, subject to:-

(a) the response to question 9 being amended to state that the complexity of the arrangements for monitoring and accounting are such that a lot more work needs to be done on that; and

(b) any further comments which are forwarded to the Association’s Honorary Secretary by 20 May 2008.

70. NEXT MEETING

RESOLVED –

That the next meeting be held on the afternoon of Thursday, 16 October 2008 at the Poppleton Community Centre (hosted by the YLCA).

RAG/ALJ/PAT

AssociationofNorthYorkshireCouncilsMinutes30thApril20080.doc/7