PAPER A

RYDE TOWN COUNCIL

Minutes of the meeting held on the 2^nd March 2020 at 7pm at

The Methodist Church, Garfield Rd, Ryde, Isle of Wight.

Present: Town Mayor Councillor Lilley

Councillors: Axford, Chapman, Conyers, Farrell, Jordan, Lucioni, Lyons, Stephens,

Ross, Temel, Wakeley and Whittle.

In attendance: Lisa Dyer (office Manager), Gareth Hughes (Interim Clerk)

10 members of the public.

PUBLIC QUESTIONS

Q. Have Ryde Town Council secured a place on the interview panel for the new HAZ

Project Officer and does the Council have concerns about a number of staff leaving

the regeneration team?

A. Yes we have secured places on the panel and we will follow up on who has

replaced the regeneration team staff.

Q. With reference to the adult gaming license that has been applied for at Peter Pans

playground. How can an application with no risk assessment, wrong address and

against application rules be accepted?

Cllrs Chapman and Stephens declared an interest and left the room.

Ryde Town Council objected to the application and are not the decision maker

with regards to this application. Anyone can make an application; it is for IW Council

officers to pick up on the inaccuracies during the process. Ryde Town Council

encourages residents to object to the IW Council if they have concerns.

Q. There is an increasing amount of dog fouling around the town, what can be done

about this?

A. Please report direct to Island Roads who will clear it up.

Q. Residents of George Street are putting rubbish out long before their collection

day, leaving the streets covered in bin bags and litter. What can be done about this?

A. Fly tipping and litter can be reported Island Roads, although black bin bags need

to be reported to Amey. The ward member for the area maybe able to help with

reporting the issue and ensuring it is resolved.

Q. Vectis Hall is crumbling into disrepair, will Ryde Town Council consider

compulsory purchase.

A. The IW Council enforcement team have been dealing with this, we will put an

update on the next planning agenda.

Q. Some of the Town’s festive decorations are still up. When will they be removed?

A. Some have been removed already, the remaining will be taken down by Island

Roads over the coming weeks.

Q. Some of the heritage lanterns on Union Street have been replaced with modern

Led lights, why is this?

A. We will make enquiries to Island Roads and update at a future meeting.

20/23 APOLOGIES

To receive apologies for absence.

Apologies received from Cllr Henry Adams.

20/24 DECLARATIONS OF INTERESTS

To receive any declarations of pecuniary or non-pecuniary (personal) interests

relating to items on the agenda.

Cllr Whittle declared an interest in item 7, Beach Cleaning.

20/25 REQUESTS FOR DISPENSATIONS

To receive and consider granting any written requests from Members for

dispensations in respect of disclosable pecuniary interests (NB: Request forms

for other dispensations are available from the Clerks).

20/26 MINUTES

To take as read and confirm as accurate the attached minutes of the meeting

held on 3^rd February 2020.

RESOLVED - That the minutes of the Full Council meeting held on the

3^rd

February 2020 are approved as accurate and signed.

20/27 REPORTS TO RECEIVE AND NOTE REPORTS FROM

• The Town Mayor - see attached

• Councillors

Updates / Reports received on the following



Cllr Chapman that the IW Council have agreed to the Town Council

having the deckchair concessions on the seafront



Cllr Lucioni reported on the World Café meeting will be on the 12^th March

- inviting all those that are concerned about violet crime to come and talk

through the issues and find a way forward. The aim is to reach a diverse

spectrum of people, not those that regularly engage with services and

authorities.

 Cllr Conyers reported that she would be attending an Age Friendly meeting next

week and representatives from Amey would be in attendance, she would report

the issues with rubbish on George Street to them.

• External organisations and bodies

• To note IW Ward Councillor’s reports (if applicable)

20/28 MEMBERS’ QUESTIONS

To receive any questions from Members concerning the business of the Town

Council or about a matter affecting the town but which is not included on the

agenda for the meeting or is not otherwise before the Council (Standing Order

15 refers).

Q. Councillor Wakeley asked if, in accordance with minute 18/20, the internal

auditor had been instructed?

A. The RFO responded that the auditor had been instructed and he had most

of the information required, he had asked for some additional information that

will be supplied this week.

20/29 BEACH CLEANING

To agree that the Finance Committee have delegated authority to consider and

agree buying into the IW Council’s beach cleaning contract.

Councillor Whittle left the room.

It was explained that the tendering process at the IW Council was still ongoing

and no figures or information had been made available to the Town Council as

yet. To enable the contract to be in place before the beginning of the summer

season it was suggested that the decision making be delegated to the finance

committee.

RESOLVED - that the finance committee have delegated authority to

decide on whether to buy into the IW Council’s beach cleaning contract.

20/30 UPDATE FROM THE REVIEW PANEL

Councillor Temel explained that the review panel had been tasked with review

the policies and procedures of the Council to see if they were fit for purpose.

The initial findings highlighted concerns re the following:

• Ambiguity of Standing Orders

• The lack of HR provision, staff job descriptions and proper appraisals

• That work- flow was slowed due to committees having no clear delegated

authority to make decisions

• Information provided to Councillors is paper heavy resulting in extra work

for the staff

• Ambiguity of the Personnel Panel Terms of Reference

Suggested Next Steps

• Look at alternative ways of providing information to Councillors

• Ensure the Council has a scheme of delegation for all committees

enabling committees to make decisions

• Ensure all staff have up to date job descriptions

• Ensure appropriate appraisals are undertaken and consider appraisals

for Councillors

20/31 TO APPROVE THE AMENDED TERMS OF REFERENCE FOR THE

PERSONNEL PANEL

To agree the terms of reference for the personnel panel (PAPER C - TO

FOLLOW)

RESOLVED - that all amendments to the Personnel Panel Terms of Reference

be approved as outlined in Paper C.

20/32 NOTICE OF MOTION 06/20

To consider Cllr Lilley’s motion to host a Ryde 2020 “Invest in Ryde” Social

Enterprise Conference (PAPER D)

RESOLVED - To initiate and work together with all Ryde stakeholders in

organising a Ryde 2020 “Invest in Ryde” Social Enterprise Conference and

Fair, with the aim to promote the approved Ryde Place Plan and attract

national and regional investors and funders to support the range of initiatives

as outlined in the plan and initiatives developed by Ryde’s Business, Social

Enterprise, Community and Voluntary Sector.

The event to showcase Ryde’s range of initiatives, organisations and projects

and enable them to start dialogue with potential support organisations, funders

and investors for the overall benefit of Ryde. A date to be decided.

20/33 NOTICE OF MOTION 07/20

To consider Cllr Lilley’s motion regarding the composition and Chairs of

Standing Committees (PAPER E)

Cllr Wakeley suggested an amendment to the Motion - to ensure equality of

opportunity for all Councillors that no Councillor shall sit on more than 2

committees unless there is a shortfall.

Cllr Lilley accepted the amendment.

RESOLVED - The Following Motion is carried as written below i, ii, with

the amendment as stated in section iii.

that all Chairs of Standing Committees (Planning, Assets and Facilities,

Finance and Acquisitions and Commercial management) and Network Ryde

Steering Group are voted on at the RTC Annual General Meeting. The Deputy

Chairs can be decided at the first meeting of the of the said Committee or

Steering Group.

ii.

that no Standing Committee has more than 9 members including the Mayor

and Deputy Mayor as ex-officio. If more than 7 members other than Mayor or

Deputy Mayor, wishing to be on a specific committee, a vote will have to be

taken and those with the highest votes will take the committee places.

iii.

Amendment - This amendment states that no Member (excluding the Mayor

and Deputy) shall sit on more than two Committees unless there is a shortfall

of Committee Members on any Committee. Members may then volunteer (up

to the required membership level) their services to sit on committees, where

there is under representation.

20/34 FINANCE COMMITTEE

To receive the attached minutes of the Finance Committee meeting held on

21^st January 2020 (PAPER F)

Noted.

20/34 PLANNING COMMITTEE

To receive the attached minutes of the Planning Committee meeting held on

28^th January 2020 (PAPER G)

Noted.

20/35 PAYMENTS

(i)

To agree payment of those invoices shown on Appendix 1.

(ii)

To note the payments shown on Appendix 2, which have been made

under Standing Order 39 (b) and (c), either by online transfer or by

cheque.

RESOLVED - That all payments be noted and approved.

20/36 DATE OF THE NEXT MEETING

6^th April 2020- Methodist Church, Garfield Road, Ryde.

20/37 EXCLUSION OF PUBLIC AND PRESS

In view of the confidential nature of the business to be discussed it is

advisable in the public interest that the public and press be temporarily

excluded for the following items and they are instructed to withdraw - in

accordance with Public Bodies (Admission to Meetings) Act 1960 s1 (2) and

Standing Order 26 and 53(a).

RESOLVED - To exclude the public and press in order to discuss

confidential staffing matters.

20/38 TO APPROVE THE PERSONNEL PANEL RECOMMENDATIONS

To receive and consider the report from Emilie Myers HR Consultant and to

approve the recommendations from the personnel panel (PAPERS H1 to H5)

RESOLVED - That the recommendations as listed in paper H4

(Confidential) be approved.

Meeting Closed at 8.22pm.

Signed …………………………….

Dated 1^st September 2020