Agenda, decisions and minutes

At this point in the meeting, 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.

At this point in the meeting, the Executive Member was asked to declare any personal, prejudicial or pecuniary interests he may have in the business on the agenda. None were declared.

To approve and sign the minutes of the meeting held on 18^th March 2015.

Resolved:           That the minutes of the Decision Session held on 18^th March be approved and signed by the Executive Member 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 5.00pm on Wednesday 2^nd December 2015.

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

Filming or Recording 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, 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 under the Council’s Public Participation Scheme.

There were two registered speakers on agenda item 6 Investing in the Council’s Community Centres as follows:

Councillor Myers had registered to speak as Ward Member for Clifton. He advised that residents in Clifton valued the Burton Stone Community Centre but the existing building required  its facilities updating. He agreed that further consultation was required with residents  and as the Burton Stone Community Centre is used by groups that are based city wide, Officers needed to ensure that all groups were consulted.

Councillor Funnell had registered to speak as Ward Member for Heworth. She advised that communities place great value on their community centres and cited Tang Hall Community Centre as a successful example as a model to share with other centres. She felt that the Council should engage fully with the voluntary sector as centres can not be kept going without staff as well as exploring all possible funding options.

This report informs the Executive Member of the work to date to become a business friendly council and informs of the results of a survey of Local Businesses which concluded on 20^th November 2015.

Resolved:       That the Executive Member noted the work being undertaken to become a Business Friendly Council as outlined in the report as follows:

·        We undertake work within the council to understand the issues identified by the survey and what we should do to address these. We will look at this in comparison to other surveys conducted for the relevant service areas. For example, planning colleagues have indicated that satisfaction of their service and response times perform well compared to regional comparators

·        Work with businesses at all levels to understand how we can improve on our performance. We already plan to meet the Chambers of Commerce Executive Committee to discuss these issues. We will look to arrange sessions with other members of the business community on this topic.

·        Work with the business community to develop performance metrics to ensure that we have a target to aim for and measure progress against. For example, we could have a target that the experience of businesses is good or better in all areas. 

·        Develop guidance for all consultations that involve businesses: Given it was clear that this area was identified as weak for the council and there is currently no one approach for consulting businesses, we will look to work with businesses to develop a process for consultations that better meets their needs.

Reason:              To ensure the administration meets its commitment to become a Business Friendly Council

The Executive Member considered a report which outlined the work to date towards the Council’s ambition to become a Business Friendly Council and set out recommendations to take this forward.

Officers outlined the report and advised that they had worked closely with local businesses and had undertaken a survey which had highlighted a number of issues as set out at paragraph 5 of the report.

In response to questions from the Executive Member on the survey results, Officers confirmed that the Council is already working to improve the procurement process and in terms of the more detailed comments highlighted in paragraph 26 of the report about specific service areas, work can be undertaken with these areas to resolve the issues identified.

The Executive Member noted the report and agreed the recommendations as set out in the report.

Resolved:       That the Executive Member noted the work being undertaken to become a Business Friendly Council as outlined in the report as follows:

·        We undertake work within the council to understand the issues identified by the survey and what we should do to address these. We will look at this in comparison to other surveys conducted for the relevant service areas. For example, planning colleagues have indicated that satisfaction of their service and response times perform well compared to regional comparators

·        Work with businesses at all levels to understand how we can improve on our performance. We already plan to meet the Chambers of Commerce Executive Committee to discuss these issues. We will look to arrange sessions with other members of the business community on this topic.

·        Work with the business community to develop performance metrics to ensure that we have a target to aim for and measure progress against. For example, we could have a target that the experience of businesses is good or better in all areas. 

·        Develop guidance for all consultations that involve businesses: Given it was clear that this area was identified as weak for the council and there is currently no one approach for consulting businesses, we will look to work with businesses to develop a process for consultations that better meets their needs.

Reason:              To ensure the administration meets its commitment to become a Business Friendly Council

Following a request from the Executive Member for advice on how performance can be monitored through Executive Member Decision Sessions, this paper provides information on a recommended performance dashboard.

Resolved:           That the Executive Member approved the suggested dashboard.

Reason:              As a means to monitor performance within his portfolio area at decision making sessions.

The Executive Member considered a report which provided details of a recommended performance dashboard to be used to monitor performance through Executive Member Decision Sessions.

The Executive Member queried a number of points in the report, in particular the difference in the number of new business start-ups in Quarter 1 and Quarter 2. Officers confirmed that as the number of people in full time employment had increased this would have an impact on the number of people starting up new businesses.

The Executive Member noted that he would be able to access performance figures whenever necessary.

Resolved:           That the Executive Member approved the suggested dashboard.

Reason:              As a means to monitor performance within his portfolio area at decision making sessions.

In view of the personal interest in this item declared by the Executive Member for Environment owing to that Member’s role in relation to Sanderson House, the Leader has agreed that it would be appropriate for the Deputy Leader to consider and determine the allocation of funds to Community Centres as a one-off in this instance. Responsibility for Community Centres generally lies within the portfolio of the Executive Member for Environment. 

The report attached provides options, as requested by the Executive Member, for how best to use the £70k p.a. investment in the Council owned community centres, agreed by Council, in order to maximise local resident use of the centres and to help secure their financial sustainability.

Resolved:           That the Executive Member agreed:

i.     Option C to provide some direct grants whilst retaining some of the budget for the Council to contribute to the repair and maintenance liabilities. A sinking fund will be established to allow a planned approach to asset replacement.

ii.    Agreed to the commencement of a consultation programme to identify Clifton residents needs for future provision.

Reason:              To ensure community centres remain sustainable and provide local activity for residents.

The Executive Member considered a report which provided options for how best to use a £70k p.a investment in the Council owned community centres, as agreed by Council, in order to maximise local resident use of the centres and to help secure their financial sustainability.

Officers outlined the report and advised that work had been carried out with each of the 5 community centres, including the trustees to review income and expenditure and to seek solutions to allow each centre to continue without council funding from April 2015. Consultation had also been carried out with each centre to understand how the new £70K budget can support the centres going forward.

In relation to the Burton Stone Community Centre, a further consultation with Clifton residents was required to identify future need for a community centre with a report back to the Executive Member in Spring 2016.

Resolved:           That the Executive Member agreed:

i.     Option C to provide some direct grants whilst retaining some of the budget for the Council to contribute to the repair and maintenance liabilities. A sinking fund will be established to allow a planned approach to asset replacement.

ii.    Agreed to the commencement of a consultation programme to identify Clifton residents needs for future provision.

Reason:              To ensure community centres remain sustainable and provide local activity for residents.

This report outlines proposals for the use of an additional £50k funding provided in the budget for 2015/16.

Resolved:           That the Executive Member:

i.     Agreed the programme of activity

ii.    Agreed the commissioning of a review of the wider offer for children and young people.

Reason:              To increase the wellbeing and quality of life for children and young people.

The Executive Member considered a report which outlined proposals for the use of an additional £50k funding provided in the budget for 2015/16.

An additional £50k was agreed at Full Council in July 2015 to fund the Shine programme which provides a wide range of activities including bookable and open access sessions for school age young people.

Details of the current programme were included in the report and Officers advised that the programme has proved to be popular and well used. The Executive Member was being asked to support a review of the programme as part of continual improvement to shape the programme for future years.

Resolved:           That the Executive Member:

i.     Agreed the programme of activity

ii.    Agreed the commissioning of a review of the wider offer for children and young people.

Reason:              To increase the wellbeing and quality of life for children and young people.