Two Members were welcomed to their first Resources Committee Meeting.

The minutes of the Programmes and Resources Committee held on Friday 25^th April 2025, were approved as a correct record.

There was no urgent business.

No members of the public had given notice to make representations at this meeting.

There were no member declarations of interest.

The Head of Assets and Enterprise, presented the report which was seeking approval of the proposed strategy for the future management of public toilets owned or operated by the Authority.

The Members discussed the various options with regard to the public toilet facilities provided by the Peak District National Park.  There is an opportunity to utilize the capital from DEFRA for 5 of the sites.  The stand alone initial investment from DEFRA totals £379,000 and comes from a Capital Grand, this needs to be used by 31^st March 2026.

The charge of 50p was discussed, this price point had been profiled at all different variable costs and charging rates and 50p seemed reasonable and appropriate.  The charges shall be reviewed going forward, and 50p was felt to be a conservative price and may mitigate some of the impact on the environment which may come about if a higher price was implemented.

10:17 - K Rustidge attended the meeting.

Members queried whether the insurance costs would increase as a result of the new technology being installed however this is not the case and insurance costs would remain the same.  Disabled facilities were discussed and at some of the sites there would be wider paddle entrance gates for the disabled and they would be expected to pay also. Radar keys can be used at the two Changing Places stations that the PDNPA own and manage.  Members were concerned about the payment facility being only via card or phone, it was noted that where there are currently cash payment options the cash machines are frequently broken in to. 

Members felt that this would need some positive promotion as to why it is necessary to charge for the use of the toilets and also it is a good opportunity to promote the work of the PDNPA. 

The recommendations as set out in the report, were moved and seconded, put to the vote and carried.

RESOLVED:

1.     To approve the proposal detailed at paragraph 2.3 of the report to commence charging at any and/or all of the public toilet facilities operated by the Authority.

2.     To delegate the future implementation of the decision at recommendation 1 above to the Head of Assets and Enterprise in conjunction with the Chief Finance Officer and the Monitoring Officer.

3.     To delegate authority to review the charges when considered appropriate to do so and implement a revised charging structure at any and/or all of the public toilet facilities operated by the Authority to the Head of Assets & Enterprise in conjunction with the Chief Finance Officer and Monitoring Officer, and in consultation with the Chair and Vice-Chair of Resources Committee.

4.     To approve the drawdown of up to £380,000 from the 25/26 Capital Fund to enable toilet enhancement project works at the sites detailed in paragraph 5b of the report.

5.     That approval be granted to incur capital expenditure for the toilet enhancement project works at the sites detailed in paragraph            2.3 of the report, up to £380,000, pursuant  ...  view the full minutes text for item 5/25

The Finance Manager, presented the report giving members an update on the Reserve Policy, Reserve Purpose and Reserve Allocation.

The two recommendations from the Internal Audit 2024/25 were discussed which recommended streamlining the reserves by consolidating Service Reserves and having greater transparency on how services are utilising reserves. It is not mandatory that a Local Authority has a reserves policy but it is best practice. 

The contingency funds and reserves were discussed and the difference between the  General Reserve (which is for day to day emergencies) and the General Fund.  This Reserves Policy will provide the parameters needed to make the decisions.  The monies will not be tied to a service.  It was felt it would be helpful for Members to have some kind of explanation as to why a particular reserve level is being maintained and why there is a minimum deemed level.

The recommendations as set out in the report were proposed and seconded, put to the vote and carried.

RESOLVED:

1.     That the new Reserves Policy at Appendix 1 of the report be approved as Authority Policy with immediate effect.

2.     To consider and note the amalgamation and disestablishment of reserves as outlined in paragraph 3.2 of the report.

3.     To consider and note the latest Reserve Position as detailed in Appendix 2 of the report.

The Committee is asked to consider, in respect of the exempt items whether the public should be excluded from the meeting to avoid the disclosure of Exempt Information.

Draft motion:

That the public be excluded from the meeting during consideration of

agenda items 9, 10 and 11 to avoid the disclosure of Exempt Information under S100 (A) (4) Local Government Act 1972, Schedule 12A paragraph 3 “Information relating to the financial or business affairs of any particular person (including the authority holding that information)”. 

The Committee is asked to consider, in respect of the exempt items whether the public should be excluded from the meeting to avoid the disclosure of Exempt Information.

Draft motion:

That the public be excluded from the meeting during consideration of

agenda item 9 to avoid the disclosure of Exempt Information under S100 (A) (4) Local Government Act 1972, Schedule 12A paragraph 2 “Information relating to any individual, and financial or business affairs of a particular person”.

Draft motion:

That the public be excluded from the meeting during consideration of agenda items 10 and 11 to avoid the disclosure of Exempt Information under S100 (A) (4) Local Government Act 1972, Schedule 12A paragraph 3 “Information relating to the financial or business affairs of any particular person (including the authority holding that information)”. 

The draft motions as set out above were proposed, seconded, put to the vote and carried.