PAPER A1

MINUTES OF RYDE TOWN COUNCIL’S ANNUAL COUNCIL MEETING HELD ON MONDAY 9 MAY 2022 AT 7.00PM IN RYDE METHODIST CHURCH, GARFIELD ROAD, RYDE

Members Present: Cllr M Lilley (Mayor), Cllr C Chapman, Cllr G Carter, Cllr Lisa Carter, Cllr S Cooke, Cllr J Higgins, Cllr P Jordan, Cllr L Kirkby, Cllr K Lucioni, Cllr J McLagan, Cllr R May, Cllr J Elliott, Cllr M Ross, Cllr J Sabine, and Cllr I Stephens

Also in Attendance: Jon Baker (Committees Coordinator), Allan Bridges (Business Development Manager and Deputy Clerk) and Lisa Dyer (Clerk)

11 Members of the public attended.

PUBLIC QUESTION TIME

The following questions were put to Council by two members of the public:

• A question was asked about the whether there had been any developments regarding the future of Ryde Town Hall. It was noted that the Isle of Wight MP, Bob Seely had attended a recent meeting with local Island Town and Parish council members and was pleased that there appeared to be some positive interest in the building.

  
  

  Response – It was noted that there had been an interested party who had expressed a desire to bring then building back into use, although Ryde Town Council were unable to release any further details at this stage. As soon as it was possible, additional details would be made available.

  
  

• A question was asked regarding whether Ryde Town Council had any response from the Police and Crime Commissioner (PCC), Donna Jones, to attend a future Ryde Town Council meeting to address all town councillors and public alike and listen to the concerns that they had around crime and disorder in the town?

  
  

  Response – It was noted that there had been nothing confirmed so far but Ryde Town Councils Isle of wight Council Cabinet member who covers Community Protection would meet with the PCC Panel later in the week and would raise the issue again.

  
  

• A question was asked on who was responsible for clearing the sand which had accumulated on Ryde Marina arm?

Response – Following the takeover of Ryde Marina, the responsibility would fall to Ryde Town Council. The clearing and levelling of sand in this area would be the subject of an item later to be discussed in private session later in the meeting.

34/22 ELECTION OF MAYOR

1. Cllr Les Kirkby proposed Cllr Karen Lucioni to be elected as Mayor which was seconded by Cllr John McLagan

   
   

   Before the vote, Cllr McLagan wished to place on record his reasons for supporting Cllr Lucioni. He stated that he was appreciative of the incumbent mayor during the last three councils, but it was now time for a change. He believed that someone with over 10 years’ service as a Ryde Town Councillor and who has gained much respect from her ward members should be considered for the role. The appointment would also be a much-needed change for Ryde Town Council to elect its first female mayor and which would send a positive message to all Ryde residents on the town councils’ stance on inclusivity.

   
   

2. Cllr Charles Chapman then proposed Cllr Michael Lilley to be elected as Mayor which was seconded by Cllr Georgie Carter.

Following a vote via show of hands, the following was:

RESOLVED:

THAT Cllr Michael Lilley be elected as Mayor of Ryde 35/22 MAYOR’S DECLARATION OF ACCEPTANCE OF OFFICE

Cllr Lilley signed the Declaration of Acceptance of Office in front of the Proper officer

36/22 ELECTION OF DEPUTY MAYOR

1. Cllr Lisa Carter proposed Cllr Jenna Sabine to be elected as Deputy Mayor which was seconded by Cllr Simon Cooke.

   
   

2. Cllr Malcolm Ross proposed Cllr Jo Elliott to be elected as Deputy Mayor which was seconded by Cllr Karen Lucioni.

   
   

   Following a vote via show of hands, the following was:

   
   

   RESOLVED:

   
   

   THAT Cllr Jenna Sabine be elected as Deputy Mayor of Ryde 37/22 DEPUTY MAYOR’S DECLARATION OF ACCEPTANCE OF OFFICE

   Cllr Sabine signed the Declaration of Acceptance of Office in front of the Proper officer

   
   

   38/22 APOLOGIES

   
   

   Apologies were received from Cllr Ian Dore

   39/22 CODE OF CONDUCT

   
   

   Members noted Ryde Town Council’s adoption of the Code of Conduct in accordance with the requirements of the Localism Act 2011

   
   

   40/22 DECLARATIONS OF INTERESTS

   
   

   Cllr Jo Elliott declared a pecuniary interest in minute 59/22 as she was employed by Portsmouth University.

   
   

   41/22 REQUESTS FOR DISPENSATIONS

   
   

   None requested.

   
   

   42/22 GENERAL POWERS OF COMPETENCE RESOLVED:

   THAT the Council declared that it meets all the eligibility criteria as set out in The Parish Councils (General Power of Competence) (Prescribed Conditions) Order 2012 (S.I. 2012 No. 965) and readopts the General Powers of Competence.

   
   

   43/22 COMMITTEE STRUCTURE

   
   

   Members were presented with a report from the Committees and Place Plan Coordinator with a proposal to change the Town Councils Committee structure in order to help streamline and expedite the decision-making process.

   
   

   It was noted that the Facilities and Asset Management Committee be dissolved, and that the Planning, Regeneration and Environment Committee be changed to become known as the Place and Neighbourhoods Committee (this would still consider any Planning and Licencing applications affecting Ryde).

   
   

   Cllr Jordan proposed an amendment to the report’s appendix (a diagram of the committee’s structure), which was seconded by Cllr Georgie Carter, and which suggested placing the proposed new Assets and Facilities Sub Committee under the auspices of the Finance and Community Resources Committee as opposed to the Place and Neighbourhoods Committee.

   
   

   Members were reminded that the report offered a proposed new approach to the committee structure and that it could always be subject to review at any time.

   
   

   Following a vote via show of hands the following was:

   
   

   RESOLVED:

   
   

   THAT the proposed new Committee Structure, with the amended appendix to showing that the Assets and Facilities Sub Committee reports to the Finance and Community Resources Committee, be agreed.

   44/22 THE APPOINTMENT OF MEMBERS TO THE PLACE AND NEIGHBOURHOOD COMMITTEE AND ELECT A CHAIR.

   
   

   1. To Elect Members to the Place and Neighbourhood Committee.

      
      

      Members were required to elect membership of the Place and Neighbourhood Committee.

      
      

      RESOLVED:

      
      

      THAT the following be appointed to the Place and Neighbourhood Committee:

      
      

      Cllr Chapman, Cllr Cooke, Cllr Higgins, Cllr Lucioni, Cllr May, Cllr McLagan,

      Cllr Ross

      
      

   2. Election of a Chair of the Place and Neighbourhood Committee

Cllr Simon Cooke was proposed and seconded as Chair of the Place and Neighbourhood Committee.

RESOLVED:

THAT Cllr Cooke be elected Chair of the Place and Neighbourhood Committee:

45/22 THE APPOINTMENT OF MEMBERS TO THE FINANCE AND COMMUNITY RESOURCES COMMITTEE AND ELECT A CHAIR.

1. To Elect Members to the to the Finance and Community Resources Committee:

   
   

   RESOLVED:

   
   

   THAT the following be appointed to the Finance and Community Resources Committee

   
   

   Cllr G Carter, Cllr Cooke, Cllr Elliott, Cllr Higgins, Cllr Jordan, Cllr McLagan,

   Cllr May

   
   

2. Election of a Chair of the Finance and Community Resources Committee

   
   

   Cllr Jordan was proposed and seconded as Chair of the Finance and Community Resources Committee.

   
   

   RESOLVED:

   
   

   THAT Cllr Phil Jordan be elected Chair of the Finance and Community Resources Committee:

   46/22 APPOINTMENT OF BANK SIGNATORIES

   
   

   The following appointments of authorised signatories for the Town Council’s banking arrangements as required under section 5 of the Council’s Financial Regulations were noted:

   
   

   1. Town Council current account Signatories – Mayor, Deputy Mayor, Chairs of Standing Committees, The Clerk and the RFO.

   2. Town Council investment accounts Signatories – Mayor, Deputy Mayor,

      Chairs of Standing Committees and the RFO

   3. Ryde Leisure Account Signatories - Chair of Finance and Community Resources Committee, RFO and the Clerk.

   4. Network Ryde Account Signatories - RFO, Senior Youth Worker and the Chair of the Network Ryde Management Sub-committee.

   5. Mayors Charity Account Signatories - Mayor, Deputy, Mayor, The Clerk and the RFO.

47/22 APPOINTMENTS TO SUB COMMITTEES AND WORKING GROUPS RESOLVED:

THAT the following appointments be agreed:

1. Grants Sub Committee (3 Members plus 2 Ex Officios)

   
   

   Cllr G Carter, Cllr Carter, Cllr Cooke

   
   

2. Management Sub Committee (3 Members plus 2 Ex Officios)

   
   

   Cllr Elliott, Cllr May, Cllr Ross

   
   

3. Town Marketing Working Group (3 Members plus 2 Ex Officios)

   
   

   Cllr Cooke, Cllr Higgins, Cllr Lucioni,

   
   

4. Honours Working Group (3 Members plus 2 Ex Officios)

   
   

   Cllr Chapman, Cllr Lucioni, Cllr May,

   
   

5. St Johns Wood Working Group (3 Members plus 2 Ex Officios)

   
   

   Cllr L Carter, Cllr Higgins, Vacancy (To be decided at a future meeting)

   
   

6. Asset and Facilities Sub-Committee (3 Members plus 2 Ex Officios)

   
   

   Cllr G Carter, Cllr Higgins, Cllr Kirkby, Cllr May, Cllr John McLagan

   
   

7. Ryde Town Hall Working Group (3 Members plus 2 Ex Officios)

   
   

   Cllr Cooke, Cllr Jordan, Cllr May

8. Inclusion Working Group (3 Members plus 2 Ex Officios)

   
   

   Cllr Lucioni, Cllr May, Cllr McLagan

   
   

9. Ryde Marina Management group (3 Members plus the Chair of Finance and Community Resources and 2 Ex Officios).

   
   

   Cllr Higgins, Cllr Lucioni, Cllr Ross

   
   

10. HSHAZ Steering Group (2 Members)

    
    

    Cllr Cooke, Cllr Ross

    
    

11. General Services Working Group (3 Members plus 2 Ex Officios)

    
    

    Cllr Cooke, Cllr Elliott, Cllr May

    
    

12. Ryde Regeneration Working Group (Outside Body) (2 Members)

Cllr McLagan, Cllr Ross

48/22 APPOINTMENTS TO OUTSIDE BODIES RESOLVED:

THAT the following appointments be agreed:

Members were appointed to the following Outside Bodies:

1. Isle of Wight Association of Local Councils (IWALC)

   
   

   Cllr Cooke

   
   

2. Ryde Business Association

   
   

   Cllr L Carter

   
   

3. Ryde Carnival Association

   
   

   Cllr May

   
   

4. Waterside Community Trust

   
   

   Cllr McLagan, Cllr Lucioni (Deputy)

   
   

5. Ryde Age Friendly Island Initiative

To be decided at a future meeting of Full Council

49/22 MOTION 03/22 – MENTAL HEALTH AWARENESS WEEK 9TH- 15TH MAY 2022 AND APPOINTMEMNT OF A MENTAL HEALTH CHAMPION.

Members discussed the motion proposed by Cllr Lilley and seconded by Cllr Charles Chapman. Following a vote via a show of hands, the following was:

RESOLVED:

1. THAT Ryde Town Council acknowledges Mental Health Awareness Week 9th- 15th May 2022 and the importance of healthy mental well-being by appointing a Ryde Town Council Mental Health Champion and for the appointed Mental Health Champion to be nominated to represent Ryde Town Council on the IW Mental Health Alliance coordinated by IW Public Health.

   
   

2. THAT Cllr Jess Higgins be appointed as Ryde Town Councils Mental Health Champion.

   
   

   50/22 GOVERNANCE

   
   

   The following governance documents were noted:

   
   

   1. Place Plan

   2. Corporate Plan

   3. Position Statement

   4. Press and Media Protocol

   5. Social Media Policy

   6. Training and Development Policy

   7. Network Ryde CCTV Policy

   8. Contract and Procurement Standing Orders

   9. Equality and Diversity Policy

   10. Disciplinary and Grievance Procedure

   11. Complaints Procedure

   12. Vexatious Complainants policy

   13. Safer recruitment Policy

   14. Network Ryde Safeguarding Policy

   15. Network Ryde Volunteer policy

   16. Network Ryde Social Media Policy

       
       

       The following governance amendment documents were considered for approval:

       
       

   17. Standing Orders

       
       

       This contained the introduction of nominating a substitute for members of committees who are unable to attend a meeting.

       
       

   18. Financial Regulations

       
       

       These proposed the increase in spend to procure and award goods, works or services to the council’s Clerk, or an appointed Officer authorised by Full Council.

   19. Committee Terms of Reference (updated)

       
       

       These took account of the agreed new committee structure.

       
       

       RESOLVED:

       
       

       THAT the amended Standing Orders, Financial Regulations and Committee terms of Reference be agreed.

       
       

       51/22 CALENDAR OF MEETINGS 2022-2023 RESOLVED:

       THAT Calendar of Meetings for 2022-2023 be agreed.

       
       

       52/22 MINUTES TO THE PREVIOUS MEETING OF FULL COUNCIL

       
       

       The minutes to the meeting of Full Council held on 7 March 2022 were reviewed and following a proposer, a seconder, and a vote via a show of hands it was:

       
       

       RESOLVED:

       
       

       THAT the minutes to the meeting of Full Council held on 7 March 2022 be agreed.

       
       

       53/22 MAYORS ANNUAL REPORT

       
       

       The Annual 2021 / 2022 Report of the mayor was circulated ahead of the meeting and was noted.

       
       

       54/22 CLERKS REPORT

       
       

       The Clerk updated members on the following items:

       
       

       • Flags and Banners – These will be appearing along the Esplanade in the next few weeks.

         
         

       • Dog Ban – This had been put in place from 1 May 2022 by the Isle of Wight Council on sections of Ryde beaches. It was noted that there had been two fines issued in recent weeks for dog fouling and this would continue to be focussed on by the Environmental Neighbourhood officers.

         
         

       • St Thomas’s Church Roof – This work should be completed in the coming days. scaffolding would remain in place whilst some exterior work would be undertaken

       
       

       55/22 PLANNING, REGENERATION AND ENVIRONMENT COMMITTEE

       
       

       1. The minutes to the meetings held on 15 March and 5 April 2022 were presented and noted.

          
          

       2. The resignation of the High Street Heritage Action Zone (HSHAZ) Project Manager and the appointment of a new Project Team was also noted.

The mayor wished to place on record Ryde Town Councils thanks and appreciation to Sally Thomas (the outgoing HSHAZ Project Manager) for all her hard work since her appointment in 2020.

56/22 FACILITIES AND ASSET MANAGEMENT COMMITTEE

The minutes to the meetings held on 7 December 2021 was presented and noted.

57/22 SPLASHPARK

Members discussed the status of the Splashpark which was under the supervision of The Waterside Trust.

It was noted that there had been increasing structural and engineering problems with the facility, some of which were causing health and safety concerns, and which would be cost prohibitive for the Waterside Trust to continue to manage. This meant that they now wished to pass the management of the Splashpark back to the Isle of Wight Council. However, they had also enquired if Ryde Town Council wished to take on the responsibility at some future juncture.

Any immediate discussions should though be between the Waterside Trust and the Isle of Wight Council before any involvement from Ryde Town Council is considered.

However, members agreed that it would be prudent to form a Working Group initially to ensure that communication between the Waterside Trust and the Isle of Wight Council was progressing and then to consider any possible options should the park be taken on by Ryde Town Council in the future. Any agreement to do so would need to have assurance that the Town Council would be able to make the site safe and viable, with a possible management of it carried out by the Beach Side arm of the town council.

Following proposals and seconders for members of the Working Group, the following was:

RESOLVED:

THAT the formation of a Splashpark Working Group containing Cllr Lisa Carter, Cllr John McLagan, Cllr Jo Elliott, and Cllr Karen Lucioni, be agreed.

58/22 MOTION 02/22 – APPROVAL OF THE 2022/23 BUDGETED GRANT TO ASPIRE OF

£45,000

Cllr Lilley proposed the following motion which was seconded by Cllr Chapman.

RESOLVED:

THAT Ryde Town Council agrees the 2022/23 budgeted grant to Aspire of

£45,000 on the following conditions:

1. The previous role and job description of Community Connector is rewritten/redesigned to a role of Community Development Worker.

2. This new post is advertised in partnership with Ryde Town Council and isa 12-month employment contract.

   
   

3. The grant is used for salary, on-costs and support/resources/facilities including the existing work around volunteering.

   
   

4. The Ryde Community Covid19 Response Forum becomes the basis of developing a steering group (Community Ryde Network) based on the Network Ryde model for young people. There are three RTC appointed Councillors on the steering committee, one RTC staff team member, Network Ryde, Aspire and 3 other appointees for the Ryde Community Response Forum. This steering group works with Aspire in the appointment of the new post. One of the Councillors to be appointed as Chair.

   
   

5. The three RTC appointees and Chair to be agreed at this meeting.

It was noted that the new Community Development Worker post would be advertised in partnership with Ryde Town Council and would be a 12-month employment contract. The grant would be used for salary, on-costs and support, resources and facilities including the existing work around volunteering.

Of the councillors to be selected for the steering group one would be appointed as its Chair.

It was then proposed and seconded that instead of three members, this would be increased to four. The four Ryde Town Council appointees were then proposed and seconded

Following a vote by a show of hands, the following was:

RESOLVED:

THAT Cllr Elliott, Cllr Higgins, Cllr May, and Cllr Stephens be pointed to the Community Ryde Network Steering Group.

59/22 MEMORANDUM OF UNDERSTANDING (MoU) – RYDE TOWN COUNCIL AND PORTSMOUTH UNIVERSITY

Members were presented with the MoU which was agreed in principle at the meeting of Full Council on 31 January 2022.

The MoU was required to address an increasing need for an agreement between Ryde Town Council and Portsmouth University to reach a common ground around delivering better opportunities and outcomes for the residents of Ryde.

RESOLVED:

THAT the MoU, as presented to members between Ryde Town Council and Portsmouth University, be agreed.

60/22 EXCLUSION OF PUBLIC AND PRESS

Owing to the sensitive nature of the ensuing business, the following was:

RESOLVED:

THAT In view of the confidential nature of the business to be discussed, the exclusion of the public and press for minute items 61/22 and 62/22 in accordance with Public Bodies (Admission to Meetings) Act 1960 s1 (2), be agreed.

61/22 BEACH / SAND MANAGEMENT

Members were presented with a confidential report that sought approval for the removal and replenishment of sand along the beaches east of Ryde Marina through to Puckpool.

Following a proposal, seconder, and a vote via show of hands, it was:

RESOLVED:

1. THAT the award of the contract to the supplier (as recommended in the confidential report) to carry out the works as identified, be agreed.

   
   

2. THAT the cost of the works as outlined in the confidential report, be agreed.

62/22 HONOURS WORKING GROUP

Members were presented with a confidential report which sought approval for the nominations for the Freedom of Ryde and for Ryde Citizens Awards. This was to form part of Her Majesty the Queens 2022 Platinum Jubilee Celebrations.

Following a proposal, seconder, and a vote via show of hands, the following was:

RESOLVED:

THAT the proposed seven names for the Freedom of Ryde and the proposed nine names for the Ryde Citizens Award, as listed in the confidential report, be agreed.

63/22 DATE OF NEXT MEETING OF FULL COUNCIL RESOLVED:

THAT the next ordinary meeting of Full Council will be held on Monday, 4 July 2022 at the Methodist Church, Garfield Road, Ryde.

Meeting closed at 8.30pm

Signed……………………………

Michael Lilley – Mayor of Ryde Town Council – 4 July 2022