Agenda and decisions

To confirm arrangements for chairing the meeting as follows:

Councillor M Pavlovic, Executive Member for Housing, Planning & Safer Communities – Agenda items 1-7.

Councillor K Lomas, Executive Member for Finance, Performance, Major Projects, Human Rights, Equality and Inclusion – Agenda item 8 and Urgent Business.

To receive and note apologies for absence.

At this point in the meeting, Members and co-opted members are

asked to declare any disclosable pecuniary interest, or other

registerable interest, they might have in respect of business on

this agenda, if they have not already done so in advance on the

Register of Interests. The disclosure must include the nature of

the interest.

An interest must also be disclosed in the meeting when it

becomes apparent to the member during the meeting.

(1)  Members must consider their interests, and act according to the following:

(2) Disclosable pecuniary interests relate to the Member

concerned or their spouse/partner.

(3) Members in arrears of Council Tax by more than two months

must not vote in decisions on, or which might affect, budget

calculations, and must disclose at the meeting that this restriction

applies to them. A failure to comply with these requirements is a

criminal offence under section 106 of the Local Government

Finance Act 1992.

To approve and sign the minutes of the Combined Executive Member Decision Session held on Tuesday, 4 November 2025.

At this point in the meeting members of the public who have

registered to speak can do so. Members of the public may speak

on agenda items or on matters within the remit of the committee.

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public participation at our meetings. The deadline for registering

at this meeting is 5:00pm on Friday, 28 November 2025.

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Contact details can be found at the foot of this agenda.

Webcasting of Public Meetings

Please note that, subject to available resources, this meeting will

be webcast including any registered public speakers who have

given their permission. The meeting can be viewed live and on

demand at www.york.gov.uk/webcasts.

This covering report presents the Annual Complaints Performance and Service Improvement Report April 2024 to March 2025 (ACP&SI).

Resolved:  

                               i.     To note the performance details contained in the covering report and annexes.

                             ii.     To note the outcomes of the Local Government and Social Care Ombudsman (LGSCO) and Housing Ombudsman Service (HOS) cases and published performance data.

Reason:      So that Members and residents are provided with the LGSCO and HOS reports and findings to enable them to scrutinise complaints, comments, compliments and concerns to improve service delivery and ensure transparent, robust decision-making processes.

This report aims to enable the council to publish guidance on caring for historic windows and considering changes.

Resolved:   To publish the “Historic Windows. Planning, Design and Conservation Guidance Note” on the council’s web site.

Reason:      To assist the public and enable efficient delivery of council services.

Resolved:   To delegate to the Head of Planning and Development Services the approval of any future review of this guidance, and subsequent editing and re-publication, necessary from time to time to ensure it is kept up to date.

Reason:      To ensure guidance is kept up to date with national policy and enable efficient delivery of council services.

The Council has had a concession contract in place for a concessionaire to provide and maintain bus shelters with either no advertising, paper adverts or Free-Standing Units (FSUs) since 15 July 1999. This contract ended on 31 December 2024.

This report seeks approval to enter a new Service Level Agreement (SLA) with the incumbent supplier for a further 10-months, commencing on 1 January 2026 and expiring on 31 October 2026, to ensure ongoing maintenance of Bus Shelters and a smooth removal and installation of new shelters. This will minimise the impact on residents.

Resolved:

                               i.     To approve the new SLA with the incumbent supplier for a period of 10 months commencing on 1 January 2026 and expiring at 23:59:59 GMT on 31 October 2026, to allow the installation plan to be completed.

                             ii.     To delegate authority to the Director of City Development in consultation with the Director of Governance and the Head of Procurement to negotiate and conclude the proposed SLA in accordance with the terms and conditions of the current concession contract with the incumbent supplier and the Council’s Contract Procedure Rules under Appendix 11 of the Council’s Constitution (the “Council’s CPRs”).

                           iii.     To delegate authority to the Director of City Development in consultation with the Director of Governance and the Head of Procurement to negotiate and conclude any further required modifications and/or further extensions to the SLA, if deemed necessary to ensure the successful completion of the installation plan in accordance with the terms and conditions of the current concession contract with the incumbent supplier (PROVIDED THAT any modifications and/or further extensions to the SLA are subject to consultation with the Executive Member before completion).

                           iv.     To ask that officers provide regular progress updates, including a report to a public decision session in Summer 2026.

Reasons:The concession contract with the incumbent supplier dated 15 July 1999 expired on 31 December 2024, and the previous 12-month SLA with the incumbent supplier expires on 31 December 2025. Following Executive Member approval, the current contract mechanism of an SLA will be replicated to cover the completion of the installation plan.

The proposed extension to the current SLA is in line with the original concession contract and can be varied subject to agreement with the incumbent provider.

While officers are engaging in a regular review process, presenting updates in a public forum allows full transparency.