Agenda, decisions and minutes

At this point in the meeting, the Executive Member is asked to

declare:

·        any personal interests not included on the Register of

     Interests

·        any prejudicial interests or

·        any disclosable pecuniary interests

which they may have in respect of business on this agenda

The Executive Leader was asked to declare at this point in the meeting any personal interests not included on the Register of Interests, and prejudicial interests or any disclosable pecuniary interests he may have in the business on the agenda.

No additional interests were declared.

To approve and sign the minutes of the Decision Session held on 17 July 2017.

Resolved:  That the minutes of the Decision Session held on 17 July 2017 be approved and signed by the Executive Leader as a correct record.

At this point in the meeting, members of the public who have registered their wish to speak at the meeting can do so. The deadline for registering is at 5.00pm on Friday, 15 September 2017.

Members of the public may register to speak on an item on the agenda or an issue within the Executive Member’s remit.

Filming, Recording or Webcasting Meetings

Please note this meeting may be filmed and webcast and that includes any registered public speakers who have given their permission. This broadcast can be viewed at http://www.york.gov.uk/webcasts.

Residents are welcome to photograph, film or record Councillors and Officers at all meetings open to the press and public. This includes the use of social media reporting e.g. tweeting. Anyone wishing to film, record or take photos at any public meeting should contact the Democracy Officer (whose contact details are at the foot of this agenda) in advance of the meeting.

The Council’s protocol on Webcasting, Filming & Recording of Meetings ensures that these practices are carried out in a manner both respectful to the conduct of the meeting and all those present. It can be viewed at:

http://www.york.gov.uk/download/downloads/id/11406/protocol_for_webcasting_filming_and_recording_of_council_meetings_20160809.pdf or, if recorded, this will be uploaded to the website following the meeting.

It was reported that there had been xx registrations to speak at the meeting under the Council’s Public Participation Scheme.

City of York Council utilise the Enterprise Car Club network in the city to provide pool car functionality for members of staff in order to reduce the need for them to use their own vehicles for business travel purposes.  Following a wider West Yorkshire Combined Authority procurement exercise for a single car club operator to provide services across the region it is now proposed to enter a new contract with the same supplier.  This reduces the current cost of using the service significantly. This report seeks approval to enter this agreement.

Resolved:  That Option 1 be approved and a contract be entered into between City of York Council (CYC) and Enterprise Car Club as set out in the report, replacing the rolling contract that is already in place with the supplier.

Reason:     The Car Club has provided a key business travel option for CYC staff since its adoption in 2013 and demand has grown annually through use of a centralised pool of vehicles open to all members of staff who hold the relevant documentation to drive.  CYC’s use of the service also underpins the operation of the service in the city, providing a sustainable transport option for the general public and other organisations across the authority.

The Executive Leader considered a report which sought approval to enter into a contract between City of York Council (CYC) and Enterprise Car Club for the provision of car club vehicles for council staff, replacing the rolling contract currently in place with the same supplier. 

The current contract had been in place since CYC relocated to West Offices in 2013.  It provided pool cars for members of staff, reducing the need for them to use their own vehicles for business travel.  Following a tender process led by West Yorkshire Combined Authority, Enterprise had been chosen to provide a Car Club service across West Yorkshire and York under a promotion agreement.  Approval was now sought for CYC to enter into a separate contract with Enterprise, running in parallel with the agreement, in order to continue the provision of its bespoke business travel arrangements.

The Travel Management Officer was in attendance to present the report.  He confirmed that entering into the contract (Option 1) would be more cost effective than current arrangements, as well as providing more flexibility and improved access to vehicles.  The contract would run to February 2019, with options to extend it beyond that date.  By not sealing the contract (Option 2), CYC would lose these benefits and would need to organise a new pool car service or leave staff to use their own vehicles.  Taking this information into account, the Executive Leader

Resolved:  That Option 1 be approved and a contract be entered into between City of York Council (CYC) and Enterprise Car Club as set out in the report, replacing the rolling contract that is already in place with the supplier.

Reason:     The Car Club has provided a key business travel option for CYC staff since its adoption in 2013 and demand has grown annually through use of a centralised pool of vehicles open to all members of staff who hold the relevant documentation to drive.  CYC’s use of the service also underpins the operation of the service in the city, providing a sustainable transport option for the general public and other organisations across the authority.

Any other business which the Executive Member considers urgent under the Local Government Act 1972.