Agenda, decisions and minutes

At this point, Members are asked to declare any personal or prejudicial interest they may have in the business on this agenda.

Members were invited to declare at this point in the meeting any personal or prejudicial interests in the business on the agenda.  No interests were declared.

To approve and sign the minutes of the Executive (Calling In) meeting held on 9 March 2010 and the Executive meeting held on 16 March 2010.

RESOLVED: That the minutes of the Executive (Calling In) meeting held on 9 March 2010 and the Executive meeting held on 16 March 2010 be approved and signed by the Chair as a correct record.

At this point in the meeting, members of the public who have registered their wish to speak regarding an item on the agenda or a matter within the Executive’s remit can do so.  The deadline for registering is 5:00 pm on Monday 29 March 2010.

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

To receive details of those items that are listed on the Forward Plan for the next two Executive meetings.

Members received and noted details of those items listed on the Forward Plan for the next two Executive meetings, as at 12 March 2010.

This report presents the minutes of recent meetings of the LDF Working Group and the Social Inclusion Working Group and asks Members to consider the advice given by the Groups in their capacity as advisory bodies to the Executive.

RESOLVED: That the minutes attached as Annexes A and B to the report be noted.

REASON:      To fulfil the requirements of the Council’s Constitution in relation to the role of Working Groups.

Members considered a report which presented draft minutes of the Local Development Framework (LDF) Working Group meeting held on 4 January 2010 and the Social Inclusion Working Group meeting held on 17 February 2010 and invited Members to consider the advice of the Groups in their capacity as advisory bodies to the Executive.

It was noted that the minutes of a previous meeting of the Social Inclusion Working Group, on 28 January, had already been considered by the Executive on 16 February as an annex to the Financial Strategy report. 

RESOLVED: That the minutes attached as Annexes A and B to the report be noted.

REASON:      To fulfil the requirements of the Council’s Constitution in relation to the role of Working Groups.

This report presents the results of collaborative work carried out by the Council and the York Central Consortium following the suspension of the developer procurement process for the York Central site, seeks approval for further work to explore other models of regeneration partnerships and funding opportunities, and provides an update on progress with the York Northwest Urban Eco Settlement.

RESOLVED: (i)         That the progress with York Northwest be noted and that the programme of work and indicative SPD process outlined in Annexes 1 and 2 to the report be approved (Option 2).

REASON:      To ensure that the work being undertaken for York Northwest is progressed.

                        (ii)        That the planning framework for York Northwest be provided within the Core Strategy, with York Northwest identified as a zone of change and York Central and the former British Sugar sites identified as strategic sites (Option 2).

REASON:      To ensure that the regeneration of both major development sites is delivered within an overarching framework and within anticipated time frames.

                        (iii)       That the preparation of supporting Supplementary Planning Documents for York Central and the former British Sugar site, and the preparation of a development framework for York Central, be agreed (Option 2).

REASON:      To ensure that the regeneration of both major development sites is delivered within an overarching framework and within anticipated time frames.

                        (iv)       That policies be included within the Core Strategy seeking to achieve PPS1 standards for Eco Towns for the York Northwest area (Option 3).

REASON:      To meet the requirements for Eco Towns and possible designation as part of the national programme of Eco Towns.

                        (v)        That objectives for the York Central site, as outlined in paragraph 31, be agreed and that the Council’s commitment to bringing forward the site for redevelopment be reaffirmed (Option 5).

REASON:      To ensure continuing commitment to moving the project forward.

                        (vi)       That the Council take a proactive approach to public funding for the York Central site and investigate alternative delivery mechanisms in collaboration with York Central partners (Option 7).

REASON:      To enable delivery issues to be addressed.

Members considered a report which presented the results of collaborative work carried out by the Council and the York Central Consortium, following suspension of the developer procurement process for the York Central site, and sought approval for further work to explore other models of regeneration partnerships and funding opportunities.  The report also provided an update on progress with the York Northwest Urban Eco Settlement (UES).

Headline findings from the collaborative work (the York Central review) were set out in paragraphs 14 to 19 of the report, and a suggested way forward to address these issues was outlined in paragraphs 21 to 33.  Progress on the UES was reported in paragraphs 7 to 11.

The following options were presented for Members’ consideration, as detailed in paragraphs 35 to 44 of the report:

To provide a planning framework for the York Northwest area:

Option 1 – continue to produce an Area Action Plan for York Northwest.

Option 2 – identify York Northwest as a ‘zone of change’ within the Core Strategy, with York Central and British Sugar allocated as ‘strategic sites’ and with an Supplementary Planning Document (SPD) for each site, with work to progress this as outlined in Annexes 1 and 2 to the report (preferred approach).

In relation to the York Northwest UES:

Option 3 –include specific reference to the UES and Eco Town standards in the publication draft of the Core Strategy (preferred approach).

Option 4 – not include specific reference to these in the publication draft of the Core Strategy.

In relation specifically to the York Central Project:

Option 5 – agree the site specific objectives for York Central set out in paragraph 31 of the report (preferred approach).

Option 6 – ask Officers to develop alternative objectives for York Central.

Option 7 – agree to undertake a proactive approach to public funding and further work to look at other development delivery models (preferred approach).

Option 8 – not investigate public funding streams or other development delivery mechanisms.

In approving the recommendations, Members stressed the need to explain the new approach clearly to all Council Members and the general public.

RESOLVED: (i)         That the progress with York Northwest be noted and that the programme of work and indicative SPD process outlined in Annexes 1 and 2 to the report be approved (Option 2).

REASON:      To ensure that the work being undertaken for York Northwest is progressed.

                        (ii)        That the planning framework for York Northwest be provided within the Core Strategy, with York Northwest identified as a zone of change and York Central and the former British Sugar sites identified as strategic sites (Option 2).¹

REASON:      To ensure that the regeneration of both major development sites is delivered within an overarching framework and within anticipated time frames.

                        (iii)       That the preparation of supporting Supplementary Planning Documents for York Central and the former British Sugar site, and the preparation of a development framework for York Central, be agreed (Option 2). ²

REASON:      To ensure that the regeneration of both  ...  view the full minutes text for item 183.

This report provides an update on progress made in reviewing the traffic arrangements at York Railway Station and recommends further work with East Coast and Network Rail to investigate possible short, medium and long term improvements.

RESOLVED: That, following the investigation into the traffic congestion issues in Tea Room Square, Officers be authorised to:

(i)                 Engage in discussions with East Coast and Network Rail to see what short term measures can be introduced to improve the traffic situation in the area of the Railway Station Frontage.

(ii)               Continue discussions with East Coast and Network Rail, following the outcome of the East Coast Capacity Study, to see what medium and long term traffic improvements can be identified, and report those findings to a Decision Session of the Executive Member for City Strategy.

(iii)             Explore what options are available and could be implemented to improve the visibility to the right when exiting Tea Room Square.

REASON:      To overcome the concerns raised about traffic congestion in the Tea Room Square area of York Railway Station.

Members considered a report which provided an update on progress made in reviewing the traffic arrangements at York Railway Station and recommended further work with East Coast and Network Rail to investigate possible short, medium and long term improvements.

The report referred in particular to the concerns about traffic in this area raised in a motion approved at Full Council on 2 April 2009.  Suggestions to address these concerns had been discussed at a meeting with representatives from Network Rail and East Coast, who had now commissioned a Capacity Study on all stations on the East Coast mainline, which would include car parking arrangements at York.  Further issues had been identified by Officers during visits and observations to the area and a meeting with Taxi Operators had resulted in a number of suggestions for improvements, as set out in paragraph 19 of the report.

Paragraphs 22 to 24 highlighted a number of actions that could be initiated to address the problems raised, including:

• Setting up a working group comprising East Coast, Network Rail and Council Officers to review short, medium and long term initiatives.
• Discussions with East Coast to improve signage inside the station so as to direct pedestrians to the pedestrian crossings at either end of the Portico.
• Review the docking position of the ftr bus and the lane markings alongside it, to improve the view for drivers exiting Tea Room Square.

It was noted that the outcome of the East Coast Capacity Study would be fundamental to any long term improvements and that any recommendations for changes to the area would need to be drawn up in consultation and agreement with the rail industry.

RESOLVED: That, following the investigation into the traffic congestion issues in Tea Room Square, Officers be authorised to:

(i)                 Engage in discussions with East Coast and Network Rail to see what short term measures can be introduced to improve the traffic situation in the area of the Railway Station Frontage. ¹

(ii)               Continue discussions with East Coast and Network Rail, following the outcome of the East Coast Capacity Study, to see what medium and long term traffic improvements can be identified, and report those findings to a Decision Session of the Executive Member for City Strategy. ²

(iii)             Explore what options are available and could be implemented to improve the visibility to the right when exiting Tea Room Square. ³

REASON:      To overcome the concerns raised about traffic congestion in the Tea Room Square area of York Railway Station.

This report provides a summary of the study undertaken by the Road Safety Partnership 95 Alive on the feasibility of Camera Enforcement, gives an overview of work carried out to assess the possibility of using Safety Cameras in reducing casualties and seeks approval in principal for the use of camera enforcement as a casualty reduction measure.

RESOLVED: (i)         That camera enforcement be agreed in principle as a casualty reduction method.

                        (ii)        That approval be given to proceed to a full business case to enable a camera enforcement unit to be established under the recommended site selection criteria and governance model.

                        (iii)       That a smaller scale pilot camera enforcement operation be established and operate for 12 months to evaluate its effectiveness and inform a final decision at the end of the trial period.

                        (iv)       That Officers be requested to bring a further report, after the business case and pilot, for a final decision on the continuation, and implementation, of a Safety Camera Partnership.

                        (v)        That it be noted that the pilot would be run using Police staff, seconded to the role and line managed through North Yorkshire Police with operational oversight through the 95 Alive partnership and that, for full management of a Safety Camera Partnership, new governance arrangements would be required.

REASON:      Because analysis of the data across the whole of York and North Yorkshire indicates that there are locations where safety camera technology could reduce speed related, serious and fatal injury accidents.  Further work is required to finalise the detail of how a partnership might work within North Yorkshire and York.

Members considered a report which summarised the study undertaken by the Road Safety Partnership 95 Alive on the feasibility of Camera Enforcement, and provided an overview of work carried out to assess the potential of using Safety Cameras in reducing road casualties.

The review had identified 28 sites across York and North Yorkshire that met the criteria for mobile speed enforcement to reduce speed related casualties.  Three of these sites were within the City of York boundaries. All would be subject to further investigation before final confirmation.  It was estimated that camera enforcement at these sites could result in the avoidance of 31 deaths or serious injuries over a four year period.  Officers reported at the meeting that this included the potential avoidance of 5 serious accidents in York.  Should camera enforcement be adopted, there would be an annual review of the latest data to identify any problems and / or further sites for consideration.  Funding could come initially from the Department for Transport’s Road Safety Grant but future funding would be subject to further consideration as the DfT had not yet clarified what, if anything, would replace the Road Safety Grant after 2010/11 .

Members were invited to consider the following options:

Option 1 – agree in principle to camera enforcement as a casualty reduction measure, with further evidence to be provided through a business case and pilot study. 

Option 2 – continue to reduce casualties using a mix of education, enforcement and engineering.

RESOLVED: (i)         That camera enforcement be agreed in principle as a casualty reduction method.

                        (ii)        That approval be given to proceed to a full business case to enable a camera enforcement unit to be established under the recommended site selection criteria and governance model. ¹

                        (iii)       That a smaller scale pilot camera enforcement operation be established and operate for 12 months to evaluate its effectiveness and inform a final decision at the end of the trial period. ²

                        (iv)       That Officers be requested to bring a further report, after the business case and pilot, for a final decision on the continuation, and implementation, of a Safety Camera Partnership. ³

                        (v)        That it be noted that the pilot would be run using Police staff, seconded to the role and line managed through North Yorkshire Police with operational oversight through the 95 Alive partnership and that, for full management of a Safety Camera Partnership, new governance arrangements would be required.

REASON:      Because analysis of the data across the whole of York and North Yorkshire indicates that there are locations where safety camera technology could reduce speed related, serious and fatal injury accidents.  Further work is required to finalise the detail of how a partnership might work within North Yorkshire and York.

This report presents a proposed single strategic framework for improving Information Governance arrangements in the Council, as laid down in the draft policy and strategy documents attached at Annex A and Annex B to the report.

RESOLVED: That the draft policy document and draft strategy document at Annexes A and B to the report be approved.

REASON:      To ensure that future arrangements adequately manage the Council’s information governance risks.

Members considered a report which presented a proposed single strategic framework for improving Information Governance (IG) arrangements in the Council, comprising a draft policy document and a draft strategy document.

The draft documents, attached as Annexes A and B to the report, had been developed to incorporate the core measures identified in the Government’s Data Handling review and the HMG Security Framework.  They incorporated feedback from consultation with key Officers, directorate management teams and the Audit & Governance Committee.  The policy and strategy would provide a single framework covering all aspects of IG in the Council.

The objective of the framework was to set out how the Council would improve its information security by:

·        establishing core measures to protect personal and other data

·        a culture that properly values, protects and uses information

·        stronger accountability measures within the Council

·        stronger scrutiny of performance.

RESOLVED: That the draft policy document and draft strategy document at Annexes A and B to the report be approved. ¹

REASON:      To ensure that future arrangements adequately manage the Council’s information governance risks.

This report considers options for publishing requests for information made under the Freedom of Information Act, with related replies, on the Council’s public website. It also comments on the routine publication of information and the Council’s Publication Scheme.

RESOLVED: That consideration of this item be deferred.

REASON:      To allow time for Officers to bring forward proposals aimed at providing easy access for Members and the public to the answers provided in response to FOI requests.

Members considered a report which set out options for publishing requests for information under the Freedom of Information (FoI) Act, and related replies, on the Council’s website.  It also commented on the routine publication of information and the Council’s Publication Scheme, formally adopted in December 2008. Compliance with the Scheme was currently under review, with the objective of increasing the proportion of published information.

The report had been prepared in response to a reply by the Council Leader to a question asked at Full Council on 4 February 2010 on the desirability of publishing such information on the Council’s website to improve openness and transparency.

RESOLVED: That consideration of this item be deferred. ¹

REASON:      To allow time for Officers to bring forward proposals aimed at providing easy access for Members and the public to the answers provided in response to FOI requests.

This report seeks approval for the Council to enter into a Memorandum of Understanding to establish a Fibrecity network in York, with the objective of giving every business and home the option to have a free fibre connection with speeds of 100Mbps.

Note:

The above item was not included on the Forward Plan and has been added to this agenda with the agreement of Group Leaders and the Chair of Scrutiny Management Committee.

RESOLVED: (i)         That the Executive confirms its view that as much of the City as possible should have early access to superfast Broadband connections as an important feature of the City’s economy, especially as York is a Science City.

                        (ii)        That Officers be requested to hold dialogue with potential network providers on the options available for progressing the provision of such networks.

                        (iii)       That it be agreed in principle that the Council will co-operate with Fibrecity and other companies in providing access to the Council’s highway and other records which may be of assistance in designing such networks.

REASON:      To support the strategic objectives of the Sustainable Community Strategy and the Corporate Strategy.

Members considered a report which sought approval for the Council to enter into a Memorandum of Understanding to establish a Fibrecity network in York, with the objective of giving every business and home the option of a free fibre connection with speeds of 100Mbps.

Pinacl solutions and H2O Networks were currently building a fibre ring around the City for the Council to connect all its buildings with the provision of super fast bandwidth and the means to run voice, data and a proposed CCTV system.  Discussions had taken place between the Council and Fibrecity Holdings Ltd. to take forward a city-wide fibre optic network to which every home and business premises would have the option to connect.  The connection would enable homes and businesses to access telephone, TV and broadband via a ‘set top box’.  It would also be capable of delivering local services direct from the Council and partner organisations.

To progress this initiative, Fibrecity were requesting that the Council sign a Memorandum of Understanding (MOU) by the end of March.  At this stage, the MOU would commit both parties only to investigating the feasibility of building the Fibrecity York network, with no financial implications beyond staff time.  This feasibility work would take about six months to complete.

RESOLVED: (i)         That the Executive confirms its view that as much of the City as possible should have early access to superfast Broadband connections as an important feature of the City’s economy, especially as York is a Science City.

                        (ii)        That Officers be requested to hold dialogue with potential network providers on the options available for progressing the provision of such networks. ¹

                        (iii)       That it be agreed in principle that the Council will co-operate with Fibrecity and other companies in providing access to the Council’s highway and other records which may be of assistance in designing such networks. ²

REASON:      To support the strategic objectives of the Sustainable Community Strategy and the Corporate Strategy.