Agenda and minutes

At this point, Members are 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

Members were asked to declare any personal interests not included on the Register of Interests, any prejudicial interests or disclosable pecuniary interests which they might have in respect of the business on the agenda.  None were declared.

To approve and sign the minutes of the Learning & Culture Overview & Scrutiny Committee meeting held on Wednesday 18 March 2015.

Resolved: That the minutes of the last meeting of the Learning and Culture Overview and Scrutiny Committee held on 18 March 2015 be approved and signed by the Chair as a correct record.

At this point in the meeting members of the public who have registered to speak can do so.  The deadline for registering is 5.00pm on Friday 19 June 2015.  Members of the public can speak on agenda items or matters within the remit of the committee.

To register to speak please contact the Democracy Officers for the meeting, on the details at the foot of the agenda.

 Filming, Recording or Webcasting Meetings

Please note this meeting may be filmed and webcast or audio recorded and that includes any registered public speakers, who have given their permission.  The broadcast can be viewed at http://www.york.gov.uk/webcasts  or,if sound recorded, this will be uploaded onto the Council’s website following the meeting.

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, i.e. 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 https://www.york.gov.uk/downloads/file/6453/protocol_for_webcasting_filming_and_recording_council_meetingspdf

It was reported that there had been no registrations to speak at the meeting under the Council’s Public Participation Scheme.

This report highlights the Council’s structure for the provision of the overview and scrutiny function and the resources available to support it. It also details the current terms of reference for the individual Policy & Scrutiny Committees. These terms of reference may be subject to change by the new administration following the re-naming and redesignation of the Scrutiny Committees.  

Members considered a report that highlighted the Council’s structure for the provision of the overview and scrutiny function and the resources available to support it.

Officers confirmed that the scrutiny process could change when a report regarding consultation on Decision Making arrangements was considered at Executive on 30 July 2015. The report proposed arrangements for giving scrutiny committees a greater role in reviewing decisions to be taken by the Executive or individual Executive Members before a decision was considered.

Resolved:   That the contents of the report and the specific remits of the individual Policy & Scrutiny Committees be noted.

Reason: To inform Members of scrutiny arrangements

This report updates members on the current progress of the York Museums Trust (YMT) towards meeting the targets agreed in the Partnership Delivery Plan.

Members considered a report that updated them on the current progress of the York Museums Trust (YMT) towards meeting the targets agreed in the Partnership Delivery Plan.

The Chief Executive of the Trust was in attendance to give a six monthly update and confirmed that:

·        the Castle Museums 1914 exhibition was well received.

·        the Yorkshire Museum had changed their programmes to coincide with the national curriculum changes which included pre historic archaeology.

·        the Art Gallery would reopen on 1 August 2015.

·        the £8million refurbishment had transformed the Gallery and had increased exhibition space by 60%.

·        the new gardens at the back of the Art Gallery would open in phases due to costing issues and contaminated soil.

·        the direct walking route from the area behind the Art Gallery into the Museum Gardens would open on 1August 2015.

Questions were raised regarding the arrangements for the new YMT card including if York residents would continue to use their York Cards to gain free entry into the Museums.  It was confirmed that the cut in Council funding had made the Trust review their business model and income streams, and discussions with the Executive Member for Culture, Leisure & Tourism would need to take place.

Some Members showed concerns over charging York residents and hoped the new administration would not welcome this change.

In answer to Members questions it was confirmed that:

·        there was nothing in the Kirk Deed Charitable Scheme that stated York residents should gain free entrance.

·        12-18% of York residents visited the Yorkshire and Castle Museums each year.

·        The Art Gallery received a higher proportion of York visitors, around 30-35%.

·        YMT was no longer a member of the York Pass.

·        ‘creative commons’ was a licensing system that the YMT used when releasing a copy write image.

·        there was no evidence to show that a museum made a significant amount of money from image rights.

Members were pleased to see many York schools had engaged with the exhibitions and hoped this would continue. They were also pleased to note YMT’s outreach work.

Members thanked the Chief Executive for her update, and for the work she had done over the last 13 years and the prominence she had given the YMT. 

Resolved: That the performance of the York Museums Trust be noted.

Reason:  To fulfil the Council’s role under the partnership delivery plan.

This report updates members on the performance of Explore York Libraries and Archives Mutual Ltd (Explore) during the second six  months of 2014/15.

Members considered a report that updated them on the performance of Explore York Libraries and Archives Mutual Ltd (Explore) during the second 6 months of 2014/15.

The Chief Executive offered an open invite to Members to visit Explore York and confirmed it had been a busy first year for them running as an independent organisation.

The Chief Executive gave an update and confirmed:

·        York was seen as a national Leader in the public service mutual world and had won a bid to support Devon through their journey.

·        The Archive’s team were working with schools to open their service to children and young people.

·        The Summer reading challenge, Record Breakers, was due to be launched.

·        The Archive and local history centre had recently won a bid to asses the condition of the Workhouse records.

·        Books on the prescription scheme was growing and work continued with York Mind, the CCG, the NHS and GP’s.

·        The new Toy Library lending system had been launched and was still popular.

·        They were working on new Community Hubs which would  incorporate Health and Wellbeing hubs.

·        A new library would open on the Community Stadium site.

·        They continued to use City of York Council’s ICT services but were now working with a not for profit accountants. The Chief Executive thanked City of York Council’s financial team for their support through the transition.

The Chair of the Board was also in attendance and informed Members that the first year had launched successfully and was  meeting its financial objectives. He felt they were in a position to really move the service forward and further develop Explore as a proposition.

Members thanked officers for their updates and were very impressed by the detailed report and their achievements in the first year.

In answer to Members questions it was confirmed that:

·        No libraries would be closing within the City and Huntington library would remain open when the Community Stadium site launched.

·        They had several ideas to put a structure in place to drive financial growth, including opportunities around room hire, merchandise and monetising the Archives.

·        The antisocial behaviour had significantly improved and additional cameras had been installed.

·        The Toy Library now operated through a catalogue system where all toys could be viewed online and then requested to be delivered to a library of choice.

·        They was no room on the mobile library for the toys but officers agreed that the new model could make it more difficult for parents who had no internet access. The Chief Executive agreed to discuss other options with her staff.

·        The bike racks would move to the undercroft whilst building work continued in the area.

·        Every month three community collections were catalogued and the archives team were receiving many contributions from local people.

·        Some Archive storage was based in Cheshire. Items could be retrieved on a daily basis and delivered the next day.

It was noted that the tour of the Archive’s was well received and the attendee’s were very impressed by the wonderful resources.

The  ...  view the full minutes text for item 6.

This report considers the feasibility of conducting a review of the scrutiny topic submitted by Cllr Cuthbertson in November 2014, which proposes a review of the planning, promotion and delivery of the Council's programme of activitieswhich accompanied the Tour De France.

Members considered the feasibility of conducting a review of the scrutiny topic submitted by Cllr Cuthbertson in November 2014, which proposed a review of the planning, promotion and delivery of the Council's programme of activitieswhich accompanied the Tour de France.

Cllr Cuthbertson was in attendance to raise his concerns which included the significant financial loss incurred at the Grand De Party and the Monk Stray camping arrangements. He felt the Grand De Party concert at Huntington Stadium was inadequately organised and he was concerned by the health and safety issues raised by the Council’s Safety Advisory Group. He also felt the late problems regarding potential saturated land, access and the licensing issues at Monks Stray needed to be investigated.

He stated that the purpose of his proposed review was to ensure that lessons were learnt  and to reassure the public.

Members also raised other issues which included no big TV screen in Rowntrees Park and the financial loss that was incurred on the merchandising.

Members proposed and agreed the following remit:

“To consider the appropriate planning, promotion and delivery of future major events to ensure all associated risks are managed effectively, including Health & Safety and reputational risk. The review will examine the Grand Departy, merchandising and the provision of the entertainment Hubs and camping sites”.

It was approved that Councillors Taylor, Wells and Myers, with Councillor Cuthbertson as a Co-opted Member, would form the Task Group.

The  Scrutiny officer agreed to collate various supporting documentation for the Task Group which would include the tender documents, the analysis done by officers on the variances at individual events,  minutes from the Safety Advisory Group, and the Officer Project Board and management commentary.

Resolved: 

a)      That the information contained in the report and its annexes be noted.

b)      That a review be undertaken based on the remit detailed above.

c)      That a Task Group carry out the review on behalf of the full Committee.

Reason: To ensure compliance with scrutiny procedures and   protocols

Members are asked to consider the Committee’s draft workplan for the 2015-16 municipal year and future topics for review.

Members considered the draft work plan for the Committee for the forthcoming 2015-16 municipal year.

Members were invited to put forward topic ideas for review and the following was agreed:

·        The Managing Director of Make It York to be invited to the July meeting.

·        The final report from the Market Scrutiny review be shared with Make It York.

·        That bi-annual updates from Make It York be added to the workplan.

·        An update on the transformation programme for the Children Centre’s be provided to a future meeting.

Resolved:  That the workplan be agreed subject to the agreed amendments above.

Reason:     To keep the Committee’s workplan updated.